Administrative Assistant III - Police Department
Marietta, GA
Full Time
Police Department
Experienced
Rate of Pay: $19.82 - $22.51
Status: Open Until Filled
Responsible for assisting the Department Chief in secretarial, technical, and administrative matters. Primary duties include coordination of activities such as budget development and administration, purchasing, supervisory work directing the activities of clerical functions within the Department, and similar support functions. Work also involves conducting studies and special research projects; explaining policies and procedures; investigating complaints and recommending solutions to operational and/or administrative problems. This position involves work that is complicated with varied procedures and/or work methods that permit initiative and independent judgment in addition to excellent typing and or Dictaphone/shorthand skills. Position requires in depth knowledge of the organization, programs, policies and procedures of the department and a general knowledge of other City programs. Work is performed under general supervision of the Police or Fire Chief and is reviewed through evaluation of reports submitted, conferences and frequent discussions, results achieved. Performs complex secretarial, administrative, and clerical work of a diverse nature.
Status: Open Until Filled
Responsible for assisting the Department Chief in secretarial, technical, and administrative matters. Primary duties include coordination of activities such as budget development and administration, purchasing, supervisory work directing the activities of clerical functions within the Department, and similar support functions. Work also involves conducting studies and special research projects; explaining policies and procedures; investigating complaints and recommending solutions to operational and/or administrative problems. This position involves work that is complicated with varied procedures and/or work methods that permit initiative and independent judgment in addition to excellent typing and or Dictaphone/shorthand skills. Position requires in depth knowledge of the organization, programs, policies and procedures of the department and a general knowledge of other City programs. Work is performed under general supervision of the Police or Fire Chief and is reviewed through evaluation of reports submitted, conferences and frequent discussions, results achieved. Performs complex secretarial, administrative, and clerical work of a diverse nature.
- Classifies, codes, consolidates, and posts information for confidential or technical reports (i.e., minutes, reports, documentary files, inspections, permits and licenses, and other complicated documents) in an established filing system containing varied subject matter files; may also index and file material; may retrieve information from microfilm/micro-fish.
- Compiles data within specific accounting area for preparation of financial reports and statements; assembles and compiles data used for preparing budgets and prepares reports.
- Gathers and organizes information from various sources (i.e., index cards, logs, work orders, reports, etc.) and compiles statistical reports.
- Research various records and files, retrieves and provides information according to department policy; may summarize data and prepare reports.
- May interview and assist persons with public records requests and permits, reviews and verifies accuracy of information requested; explain department policy and/or code requirements.
- May take dictation and transcribe memorandums, statements, reports, minutes and other material.
- Types and transcribes lengthy technical, statistical, and/or financial information.
- Creates forms, formats, statistical graphs, charts, and other unique typing jobs; reviews and reconstructs material for proper format, grammar, continuity, and punctuation to ensure final document is complete and accurate.
- Establishes and maintains electronic document retention files to include the identification, indexing, and storage of information on appropriate mediums.
- Attends meetings and conferences; takes and transcribes minutes and makes the necessary distributions.
- Composes correspondence of a routine nature; revises and develops formats for forms and reports.
- Collects and organizes data from various sources and prepares routine and periodic reports; may tabulate and verify totals.
- Establishes and maintains a comprehensive filing system; maintains and updates office manuals.
- Receives telephone calls and provides information regarding the operations and procedures of the department; refers difficult or unusual situations as needed; may perform office reception duties.
- Answers difficult inquiries and customer complaints, explains functions and services of department; requests action from proper department and records action taken/results obtained.
- Maintains appointment calendar and schedules appointments as instructed; advises staff of important meetings; makes travel arrangements as requested.
- Maintains time and attendance records. Monitors office supply inventory and prepares requisitions for supplies, printing and other services.
- Performs related duties as required.
Preferred Qualifications:
Disclaimer
Successful candidates are required to submit to drug screen & background inquiry.
- High school diploma or GED equivalent, and two-year vocational school or college course work in secretarial science or office management, and (6) years of related experience performing progressively responsible administrative work.
- Advanced computer skills using Microsoft Office including PowerPoint; or an equivalent combination of education and experience.
- Ability to communicate effectively both orally and in writing.
- Required to become certified as a Public Notary within six months of hire date.
- Considerable knowledge of English composition, general math, and office management practices and procedures.
- Thorough knowledge of policies, procedures, and practices of assigned area. Knowledge of organizational structure and relationship principles regarding budget and staffing. Knowledge of team dynamics in both participation and group leadership circumstances. Skill in providing excellent customer service.
- Ability to communicate effectively at all levels of the organization. Ability to prepare both written and oral comprehensive reports.
- Ability and willingness to establish and maintain effective working relationships with elected officials, other employees and the public.
- Ability to conduct research, analyze, interpret and report findings, and to make valid conclusions and recommendations.
- Ability to work independently, maintain confidentiality and adhere to established routines and practices.
- Ability to compose and proofread correspondence/documents. Ability to learn codes/procedures of assigned area, and to maintain moderately complex records.
Disclaimer
Successful candidates are required to submit to drug screen & background inquiry.
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