POSITION DESCRIPTION
Position:
Department:
Administrative Assistant
Reports to:
Chief of Police/Deputy Chief of Police
Location:
Division:
Public Safety Building
N/A
Revised:
Last Reviewed:
September 24, 2015
November 17, 2003
Police
FLSA Status:
Exempt
Pay Grade:
N/A
Union:
N/A
Status (FT/PT/Temp):
Full-time
GENERAL PURPOSE
Provides a variety of routine and complex clerical, administrative and technical work in the Office of the
Chief of Police.
SUPERVISION RECEIVED:
Works under the general supervision of the Chief of Police and Deputy Chief of Police.
SUPERVISION EXERCISED
None generally. May exercise supervision over clerical, temporary or other staff, as assigned.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Manages and supervises assigned operations; plans and organizes workload; monitors progress of projects
and advises the Chief of the same.
Performs clerical and administrative work including answering phones, receiving the public and providing
customer assistance. Schedules appointments and performs other administrative and clerical duties.
Assists in the development of inter department planning; gathers, interprets, and prepares data for studies,
reports and recommendations; coordinates activities with other departments and agencies as needed.
Communicates official plans, policies and procedures to staff and the public.
Evaluates work procedures, and workload; studies and recommends policies and procedures to improve
efficiency and effectiveness of operations of the Office of the Chief.
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Prepares a variety of studies, reports and related information for decision-making purposes; conducts
research, analysis, and prepares recommendations regarding proposals for programs, grants, services,
budget, equipment, staffing, etc.
Provides administrative assistance to the Chief in meeting management; assembles background materials,
prepares agendas, and records action items for various meetings.
Prepares drafts of speeches, presentations, resolutions, ordinances, contracts, administrative policies, etc.
as assigned.
Investigates and follows-up on citizen requests for service, and requests for information. Initiates internal
processes to handle citizen complaints.
Assists in the development of notices, flyers, brochures, newsletters, media releases, news articles, and
other informational materials about programs and services.
Custodian of employee records and all records in the Office of the Chief; performs annual audit of files
using moderate independent judgment; maintains confidentiality of all information.
Prepares documents related to labor relations meetings and hearings; disseminates completed documents
to appropriate parties and maintains files related to each matter.
Prepares interoffice memoranda concerning labor relations policies. Types contract proposals. Prepares
wage surveys and costing information regarding classification and compensation of employees.
Handles information relating to bargaining proposals, including gathering, typing and filing information
for those who do the bargaining: Is privy to offers or counter-offers made at the bargaining table. Types
memorandums regarding changes to collective-bargaining agreements or changes to City proposals (prior
to or during bargaining). Performs research for those involved in bargaining.
Will be required to have access to minutes of management meetings at which proposals for collective
bargaining are discussed.
The employee will perform confidential work relating to grievances, for example:
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Filing and classifying grievances.
Collecting and filing documents relating to arbitrations and hearings
Contacting witnesses to schedule interviews with staff members
Playing a role in the investigation of grievances and providing information that will affect
the decision made by management on the merits of a grievance.
Provide clerical assistance to staff members handling cases before MERC.
The employee will prepare suspension and discharge notices to employees.
The employee will perform the same tasks for Department internal investigations as for grievances listed
above, for lawsuit defense and for Criminal Investigations of employees in other departments.
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In cooperation with City Human Resources coordinates new employee orientations; ensures that all
information related to insurance and benefits is relayed to employee; establishes internal records for new
employees.
Works with the City Human Resources to provide vacant position postings/advertisements and ensures
proper placement of the same for Police Department vacancies. Receives and assists with initial review
of incoming applications; schedules applicant interviews; maintains applicant files in coordination with
Human Resources.
Monitors workers compensation claims and short/long term disability claims; assures proper completion
of required forms; keeps the Chief apprised of status of these items.
Coordinates record keeping related to employee resignations and terminations including documentation in
personnel record, COBRA notification and pension plan distribution in cooperation with City Human
Resources.
Responds to inquiries from employees, citizens and others and refers to appropriate department or
division when necessary.
Receives processes and distributes incoming mail.
Composes, types and edits a variety of correspondence, reports, memoranda and other material requiring
judgment as to content, accuracy and completeness.
Inputs data to standard department forms; compiles data for various reports.
Custodian of documents and records of the Office of the Chief. Establishes and maintains filing system,
controls records and indexes using moderate independent judgment.
Prepares and executes bid processes for the procurement of Department resources according to ordinance
and City policy.
Works in cooperation with the Technical Services Division Commander in budget administration,
purchase orders and supply procurements.
Manages the scheduling of the Public Safety Community Room in cooperation with the Fire Department
Administration.
Other duties as assigned.
PERIPHERAL DUTIES
Assists other departments in performing duties.
Plans conferences and training sessions and coordinates travel arrangements.
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Attend seminars and workshops related to administrative duties and responsibilities.
REQUIRED MINIMUM QUALIFICATIONS
Education and Experience:
(A) Associates Degree from an accredited college or university with course work in public
administration, office administration, human resources, business management, or a related field,
and
(B) Two (2) years of related experience; or
(C) Any equivalent combination of education and progressively responsible experience.
Necessary Knowledge, Skills and Abilities:
(A) Working knowledge of the principles and practices of modern public or police administration;
working knowledge of human resource administration; working knowledge of modern records
management techniques;
(B) Skill in operation of listed tools and equipment;
(C) Ability to accurately record and maintain records; ability to establish and maintain effective
working relationships with employees, supervisors, other departments, officials and the public;
ability to communicate effectively verbally and in writing.
SPECIAL REQUIREMENTS:
Customer driven work ethic with proven ability to work with and effectively communicate, both verbally
and in writing, with the public.
TOOLS AND EQUIPMENT USED
Personal computer, including word processing, spreadsheet and data base software; phone system; copy
machine; fax machine.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear, use
hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The
employee is occasionally required to walk.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by
this job include close vision and the ability to adjust focus.
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WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet to moderate.
SELECTION GUIDELINES
Formal application, rating of education and experience; oral interview and background check; conditional
offer of employment; post offer medical examination; drug screening and psychological exam; additional
job related tests may be required.
The duties listed above are intended only as illustrations of the various types of work that may be
performed. The omission of specific statements of duties does not exclude them from the position if the
work is similar, related or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer and employee
and is subject to change by the employer as the needs of the employer and requirements of the job change.
Approval: ______________________
Chief of Police
Approval: ________________________
City Manager
Approval: ______________________
Employee
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