ADMIN ASST (SECRETARY TO CHIEF OF POLICE)

SUMMARY DESCRIPTIONClass specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.The Secretary to the Chief of Police provides high-level administrative and clerical support to the Chief's Office. This position coordinates record keeping, documentation, scheduling, and communication functions, and serves as a primary point of contact for internal and external stakeholders. The Secretary performs all secretarial duties as prescribed by the needs of the Chief's Office.REPRESENTATIVE DUTIESThe following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.Maintain and manage the Chief of Police's calendar, appointments, and meetingsMaintain all files and records, both physically and electronically, in an organized and secure mannerEnsure that all assigned reports, correspondence, and documentation are handled in an expedient andaccurate mannerPrepare, proofread, and distribute correspondence, reports, memoranda, and official documentsServe as a liaison between the Chief's Office and department personnel, city officials, and the publicAnswer and conduct telephonic inquiries and conferences in a professional, coherent mannerScreen calls, visitors, and requests, directing them appropriatelyEnsure that assigned communication responsibilities are handled professionally (i.e., email, faxtransmissions, legal correspondence, and interoffice communications)Assist with preparation of reports, presentations, and materials for meetings or public communicationsMaintain confidentiality of sensitive law enforcement, personnel, and administrative informationCoordinate meetings, including scheduling, logistics, and preparation of materialsPerform general administrative support tasks such as data entry, filing, copying, and documentmanagementPerform other duties as assignedSUPERVISORY RESPONSIBILITIESNoneQUALIFICATIONSThe following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.(Qualifications and Requirements can be changed based on the department's needs as determined by the Chief of Police)To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.ExperienceHigh school graduate or equivalent.Training in essential tasks such as keyboard, data entry, typing, filing, bookkeeping, and communication skills is desirable.Prior experience in support and/or clerical duties for executive level employees is preferred.Language skills: the ability to read, analyze and interpret correspondence, reports, and related materials; the ability to speak and communicate freely with other people; and the ability to compose correspondence.Due to the requirement of handling confidential information, each applicant will be subject to a complete background check.License or Certificate:Possession of an appropriate, valid driver's licensePHYSICAL DEMANDS AND WORKING ENVIRONMENTThe physical demands described 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 work may involve lifting, pulling, pushing, positioning or through the use of tools exerting up to 35 pounds of force occasionally (6-33% of the work day); and lifting, pulling, pushing, positioning or through the use of tools exerting up to 20 pounds of force frequently (34-66% 0f the work day).The work may involve overhead work occasionally.The work may involve standing, walking and bending at the waist frequently; and sitting, squatting, kneeling, crawling and climbing ladders, stairs or other means of equipment and building ingress and egress, and driving a standard motor vehicle.The work may involve use of the hands for simple grasping, pushing, pulling and fine manipulation of objects, tools (including power tools), controls and equipment frequently, and repetitively occasionally.Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.The employee is regularly required to talk and hear.This position involves a combination of sedentary work, such as reviewing reports and managing administrative functions, and active laboratory work, including standing for extended periods, operating technical equipment and handling evidence.WORK ENVIRNOMENTThe Secretary primarily works in a climate controlled, indoor office setting. However, the outdoors will be encountered when conducting errands and commuting between offices. The environment will include microwaves, computer screens, and chemicals from office supplies (i.e. ink, cleaning fluids, copy machine toner, etc.). Employee will also encounter various paints, floor coverings and wall coverings, and may be in an office area that does not have windows.To function effectively in this position, the applicant will be exposed to and must work with information that is highly confidential in nature. Therefore, the successful applicant must maintain the confidentiality of all correspondence, directives and verbal discussions encountered in the work environment.DISCLAIMERMust perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing a significant safety threat to self or others; the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skill required of all personnel so classified. The job description is not an employment agreement and/or expressed or implied employment contract.Management has the exclusive right to alter this job description at any time without notice.