Job Description

Posting number: 08628

Department: Police

Division: Police - Field Services Bureau

Job classification: Senior Office Assistant - Police Field Services Bureau

Posting type: External & Internal

Categories: Office and Administrative Support

Under immediate supervision, and while working independently, performs difficult skilled clerical and secretarial work which involves administrative duties in assisting one or more administrative or professional employees; types a variety of technical reports, correspondence and various documents working from rough drafts and/or using dictation; does related work as required.

Examples of duties

Using word processing or other standard computer software, generates a variety of technical reports, legal documents, correspondence and minutes from notes, rough drafts, dictating machine or verbal instructions. Arranges appointments, travel and meetings; researches, compiles and prepares or assists in the preparation of a variety of reports; performs a variety of payroll/personnel and budget activities; composes routine correspondence; process sensitive and/or confidential information; may draft resolutions and other documents; designs forms or charts for departmental use; recommends changes in office procedures; invoices departments and outside agencies for services and/or materials; may train and provide lead direction to other clerical employees; extracts and summarizes data using microprocessor; may act as secretary to boards or commission; may serve as receptionist; receives and distributes mail.

Qualifications

Education and Experience: Any combination of education and experience equivalent to a high school diploma, supplemented by courses in business and secretarial subjects and four years’ experience of increasingly responsible clerical and secretarial work.

Knowledge, Skills and Abilities: Thorough knowledge of modern office procedures and practices; thorough knowledge of business English, spelling and arithmetic; working knowledge of word processing and spreadsheet software; ability to supervise the work of others; ability to interpret and apply policies, regulations and procedures; ability to keep financial and statistical records; ability to establish and maintain effective relationships with the public and co-workers; ability to type accurately at 60 words per minute; ability to be flexible and adapt to changing schedules and work demands; ability to learn new software programs as needed to complete tasks; attends all required trainings. Familiarity with recent Windows products.

Physical Requirements: This work requires the frequent exertion of up to 10 pounds of force and occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel, reaching with hands and arms and repetitive motions and occasionally requires standing, walking, climbing or balancing, stooping, kneeling, crouching or crawling and pushing or pulling; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, operating machines and observing general surroundings and activities; work is generally in a moderately noisy location (e.g. business office, light traffic).

Supplemental information

Special Requirements

• Notary Public preferred