Administrative Assistant - Executive
JOB TITLE: Administrative Assistant
IMMEDIATE SUPERVISOR: Chief of Police
DIRECTION OF OTHERS: None
EDUCATION, TRAINING, AND EXPERIENCE REQUIRED: Graduation from a high school or GED equivalent, with a two (2) year specialized course work in general office practices such as typing, filing, accounting, and bookkeeping. Two (2) years of increasingly responsible related experience, or any equivalent combination of related education and experience. Must type a minimum of 50 words per minute.
NATURE OF WORK: Performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the police command staff, and assisting in the administration of the standard operating policies and procedures of the police department.
WORK PERFORMED/AREAS OF RESPONSIBILITIES:
I. Performs routine clerical and administrative work in answering phones, receiving the public, data processing, and bookkeeping.
II. Answers incoming calls and routes callers or provides information as required.
III. Processes and maintains confidential documents for department as well as maintaining data privacy. Some examples: Disciplinary actions, officer reports, an criminal history reports.
IV. Responds to inquiries from employees and citizens and refers, when necessary, to appropriate persons.
V. Processes accounts payable and submits payroll data.
VI. Assists in the monitoring and procurement of department materials and supplies.
VII. Performs all duties exercising appropriate discretion and confidentiality of
VIII. Processes outgoing mail and screens incoming electronic messages.
IX. Maintain cash drawer with receipts.
X. Composes, types, edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
XI. Inputs data to standard office and department forms; makes simple postings to various reports such as annual reports, incident reports, crime reports; compiles tabulated data.
XII. Makes queries to the state and national computerized criminal history files.
XIII. Prepares records such as annual reports, notices, minutes, and resolutions.
XIV. Establishes and maintains filing system and indexes using moderate independent judgment.
XV. Maintains expenditure ledger for D.A.R.E. program.
XVI. Prepares summary of Initial Complaint Reports for department's investigators.
XVII. Research Minnesota State Statutes, Criminal Justice information, and other data by using materials found in the Internet.
XVIII. Performs other administrative and clerical duties.
EXTENT AND TYPE OF INTERACTION WITH THE PUBLIC:
I. Receives the public and answers questions; responds to inquiries from employees, citizens, and others; refers to appropriate persons when necessary.
REQUIRED LICENSES, CERTIFICATIONS, AND REGISTRATIONS:
I. Requires a valid Minnesota driver's license.
EQUIPMENT AND TOOL OPERATION:
I. The employee will use, but not be limited to the use of the following equipment:
personsal computer including word processing software, Internet access, a variety
of printers, typewriter, dictating equipment, copy machines, paper shredder, audio
and video duplicating machines, facsimile machine, telephone, and calculator.
WORKING HOURS AND CONDITIONS:
I. Hours are generally 7:30 a.m. to 4:00 p.m., Monday through Friday. This is as non-exempt position.
II. The employee is generally working indoors.
III. The noise level in the work environment is usually quiet.
In compliance with the Americans With Disabilities Act the following represents the Physical and Environmental Demands: This position requires an equal amount of time spent standing, walking, and sitting. Lifting, pushing/pulling, or carrying objects weighing up to twenty-five (25) pounds is sometimes required, with a maximum of forty (40) pounds infrequently required. Climbing, stooping, kneeling, crouching, crawling, twisting, and bending are sometimes required. Repetitive movements of the hands are sometimes required. Audio, visual, and verbal functions are essential functions to performing this position. The majority of the workday is spent indoors.