The City of Harriman Police Department is taking applications for the position of administrative assistant. The position is for full-time employment with benefits. Applications may be picked up at the Harriman city offices at 609 N Roane St. or online at: cityofharriman.org/departments/pdfs/employ_app.pdf or at cityofharriman.net (Click on Departments) then look at the link under Harriman City Clerk. Applications will be accepted for this position at the office of the City Clerk until 4:30 p.m. Friday October 3, 2014. The City of Harriman is an Equal Opportunity Employer. POLICE ADMINISTRATIVE ASSISTANT - JOB SPECIFICATIONS GENERAL PURPOSE: Performs administrative work in support of Police operations, functions and programs. Serves as administrative assistant to the administrative staff of the Harriman Police Department and performs the full range of administrative support services for the Chief and other Police personnel. CLASSIFICATION SUMMARY: The primary function of an employee in this class is to provide administrative support for department functions. As such, the incumbent often serves as a central communication link between the Chief’s office, law enforcement and civilian staff, Attorney General’s Office, courts and the general public. The position of this class performs confidential duties for all department functions. Occasional supervision of volunteer or temporary staff may be assigned. The Police Administrative Assistant reports to the administrative staff of the Police Department. Once initial orientation is completed, the incumbent is expected to perform independently in all assigned areas. ILLUSTRATIVE EXAMPLE OF ESSENTIAL DUTIES AND RESPONSIBILITIES: Relieves the administrative staff of administrative details such as gathering data and preparing reports; generates and maintains records and reports; reviews existing administrative procedures in the area of assignment and initiates or recommends improvements; types drafts of procedures for review by the administrative staff. Serves as confidential secretary to the Police Department and administrative staff; takes and transcribes minutes at meetings; follows-up on staff or committee recommendations as assigned and prepares proper reports; composes letters and memoranda; writes office procedures. Maintains TIBRS, police, accident and other records, and prepares reports; gathers information for annual budgets; reviews monthly records; prepares crime stat logs. Answers telephone to provide information about police programs, activities or events to the public, and other agencies; screens calls and determines proper referral; prepares response letter for the Chief of Police and other department personnel; prepares letters in response to public complaints; maintains administrative and special operations calendar and schedules appointments. Maintains and updates police volunteer department personnel records; serves as liaison with administrative staff on personnel matters. Establishes and maintains administrative files for the department, including some grant files; documents grant expenditures and monitors grant budgets; prepares status reports for grants. Performs a variety of department tasks for smooth operation of the department including filling-in for support services when needed. Attends work on a regular and dependable basis. Interacts in a professional and respectful manner with city staff and the public. OTHER JOB FUNCTIONS: Performs other tasks as assigned. SELECTION FACTORS: (Applicants should describe their previous experience and training for each of the following selection factors. These factors will be the basis for selecting the most qualified applicants to be interviewed. Candidates selected for employment must satisfactorily demonstrate possession of these factors during a prescribed probationary period, and afterwards, for continued employment.) Knowledge of: • Secretarial practices including typing and transcription and general office procedures; • General procedures relating to the gathering and analysis of data and the preparation of reports; • The operation of computers and skill in the use of word processing, spreadsheet, database, and other software as required by the position; • The organization, functions, and activities of local government and the department; • The correct use of English grammar. Ability to: • Relieve a professional of administrative details with a minimum of supervision • Deal with the public and high level public and private officials in a tactful, pleasant, courteous, and diplomatic manner and to maintain confidentiality of information; • Track and monitor financial and other accounting records; • Record and maintain confidential information; • Take and transcribe clear and concise minutes of meetings; • Utilize a variety of computer software programs and equipment to perform duties; • Respond to the public over the phone or in person in a tactful, pleasant, and courteous manner; • Gather and analyze data and prepare reports; • Establish and maintain effective working relationships with other employees, public and private officials, the Chief of Police, media, vendors, and the public; • Provide quality services in a cost-effective manner and to recommend improved methods of performing the work; • Interact in a professional and respectful manner with city staff and the public; • Express ideas clearly and concisely in writing and orally; • Physically perform the essential functions of the job. MINIMUM QUALIFICATIONS: (Persons applying for a position of this class should have any combination of the following experience and training.) Possess a high school diploma or GED Executive level secretarial or administrative experience; or substituting course work or training in administrative secretarial or police support experience; or any equivalent combination of experience and training. Have the ability to pass a physiological exam being free of any psychiatric disorders Must pass a drug screen TOOLS AND EQUIPMENT USED: Personal computer, copy machine, telephone, fax machine, scanner, and other items as necessary to perform duties. 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.) Work is performed primarily in an office environment while sitting at a desk or computer terminal or while standing at a counter for extended periods of time. Physical exertion may be required to lift office supplies and other materials. 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.
Posted on: Fri, 19 Sep 2014 21:18:02 +0000
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