Job Description

Posting number: 1002573

Department: Police Department

Division: Adult Detention

Job classification: Administrative Assistant - Adult Detention

Posting type: Open

Categories: Administrative Assistant

Summary

Serve as department liaison for administrative functions; provide administrative support to management and various departments; and supervise some or all of the office support staff; perform advanced skills in administrative and technical work; prepare and maintain confidential personnel records; manage complex payroll processes (with multiple accounts, significant overtime, special FLSA rules for overtime pay, and 24/7 shifts); prepare and maintain accident and liability files; assist employees and management with human resources and payroll related inquiries; provide IT support; facilitate training and events; assist with preparation of annual budgets that entail multiple accounts, grants, and/or revenue components; and provide backup to Senior Secretary and/or other management positions, as needed.

Examples of duties

The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

• Provides secretarial support for the department by typing correspondence; printing records; making copies; faxing documents; filing and directing telephone calls; maintaining departmental payroll records; reviewing time sheets for accuracy; verifying leave amounts and calculating overtime; typing personnel action forms; approving travel and calculating reimbursements; verifying receipts; and accepting payment for special police protection.
• Provides administrative support to the Chief of Police by acting as the first point of contact for internal and external customers; handling and scheduling appointments; reviewing, researching, and correlating information from various sources to aid the Chief in decisions regarding the operation and planning of the department; screening telephone calls and visitors; re-directing customers to appropriate office; and serving as informal channel of communication to the Chief relating to problems and issues.
• Supervises other administrative staff; proofs selected letters and other documents; assigns or assists with tasks, as assigned; clarifies tasks, procedures and policies periodically.
• Maintains inmate records by completing a record file for each inmate confined; ensuring proper paperwork to comply with state regulations; maintaining a record of each ADC inmate’s monies received and dispersed; and answering inmate administrative requests pertaining to their records; prepares monthly reports and maintains records for all secure detention and grant and revenue programs.
• Utilizes the Jail Management System by training staff to perform required functions of the system; developing user manuals and training materials; providing user support to the ADC officers; overseeing the daily performance of the JMS system; and attending required training and meetings for continuing education; completes jurisdictional billing for all participating and non-participating localities monthly.

ADDITIONAL DUTIES

• Performs additional duties to support operational requirements as assigned.
• Completes the daily roster to verify inmate count and time computation by preparing rosters for general population inmates and weekend inmates; calculating release dates on inmates to ensure court ordered sentences are followed; and ensuring release information is correct in the Jail Management System; prepares statistical reports and special projects as requested.

Qualifications

Education and Experience

Associate degree, or equivalent from a college, vocational, business or technical school, and two to and four years’ related experience.

An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

Certifications/Licenses

• Valid driver’s license and acceptable driving record according to City criteria.
• Active commission as a Notary
• VCIN Certification

Job Knowledge

Intermediate knowledge to perform most work in normal situations. Comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.

Reading

Advanced: Ability to read literature, books, reviews, scientific or technical journals, abstracts, financial reports, and/or legal documents.

Writing

Intermediate: Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

Math

Intermediate: Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions and measurement.

Communication Skills

Decisions regarding interpretation of policies may be made. Contact may involve stressful, negative interactions requiring high levels of tact, and the ability to respond to aggressive interpersonal interactions. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.

Independence and Decision-Making

Normally performs the job by following established standard operating procedures and/or policies. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.

Technical Skills

Work requires the use of standard technical skills appropriate to the work environment of the organization.

Fiscal Responsibilities

Completes research for documents, compiles data for computer entry, and/or enters or oversees data entry. Has responsibility for monitoring budget/fiscal expenditures (typically non-discretionary expenditures) for a work unit of less than department size (programs, activities, projects or small organizational units) or responsibility for fiscal management of capital project(s). May recommend budget allocations.

Supervisory Responsibilities

Performs essentially the same work as those directed. Includes oversight of quality, training, instructing and scheduling work.

Supplemental information

PHYSICAL DEMANDS

• Sedentary physical effort, exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time.
• Constant handling, fine dexterity; adequate vision, hearing, talking to use computer, telephone and communicate effectively with others.
• Frequent sitting, walking, reaching, bending, twisting.
• Occasional standing, lifting, carrying, pushing/pulling, kneeling, crouching, climbing, balancing.

NON-PHYSICAL DEMANDS

• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and predictable attendance is expected.
• Frequently experiences time pressure, performing multiple tasks simultaneously, working closely with others as part of a team, tedious or exacting work.
• May occasionally experience emergency situations, frequent change of task and irregular work schedule.

MACHINES, TOOLS, EQUIPMENT, SOFTWARE AND HARDWARE

Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.

WORK ENVIRONMENT

This work is performed in an office environment where there are no health, safety, or environmental factors. The employee does not normally wear protective equipment.