ADMINISTRATIVE ASST-POLICE

Position Title:

Administrative Assistant Department:

Community Development, Fire/EMS, Management Services, Police Reports to:

Assigned Supervisor Category:

Non-Exempt Pay Grade :

12

Position Summary:

Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.

General Tasks:

Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software. Open, sort, and distribute incoming correspondence, including faxes and email. Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work. File and retrieve corporate documents, records, and reports. Prepare responses to correspondence containing routine inquiries. Prepare agendas and make arrangements for committee, board, and other meetings. Notarize documents for other employees as needed. Fill in for other employees as needed. Answer and direct phone calls. Provide general support to visitors. Establishes and maintains effective working relationships with other employees, superiors, other agencies, and the public. Deals with the public in a manner that positively promotes the image of the City and handles complaints tactfully. All employees of the City of Winfield are subject to immediate callout when an emergency, disaster or breach of homeland security occurs. Such call to respond and assist may involve those activities to his/her regular job responsibilities and incorporate other non-job-related duties as necessary and required of an employee. An employee's response to these matters may require the working of unusual, long hours over an extended period of time with infrequent breaks or rest periods. "This job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow any other instructions and to perform any other duties requested by his or her supervisor."

Department Specific Tasks:

Community Development Process building permit applications from submittal through issuance. Maintain contractor licensing records and assist contractors with licensing requirements. Assist with zoning, planning, and land use processes, including preparing materials for the Planning Commission and Board of Zoning Appeals. Provide administrative support for Code Enforcement activities. Prepare invoices, reports, letters, memos, financial documents, spreadsheets, presentations, and other correspondence. Maintain accurate records. Archive and retrieve contracts, reports, and other official City documents. Update and maintain Public Improvement pages on the City's website, including forms and public information. Assist with various lake and fairground permits and citations Create and publish informational posts on the department's social media accounts. Process confidential information related to City operations, personnel, and proposed actions with professionalism and discretion. Answer phones, respond to emails, greet visitors, and direct inquiries to the appropriate staff. Managing outdoor community events, park and fairground reservations Assist the Community Development Coordinator and City Engineer with a variety of administrative and special projects as department priorities change. Process and maintain monthly financial reconciliation records, ensuring accuracy and completeness.

Police Department:

Serve as the primary point of contact for external agencies, city officials, and the public, as well as for training or meetings held at the Civic Center. Enter and maintain data retention schedules, open records requests, and legal record destruction protocols. Maintain records necessary for compliance with awarded grants. Maintain department calendars, training schedules, and certification records. Participate in community events such as the Winfield Citizens Police Academy, Operation Blue Santa, Community Night Out, and Coffee With A Cop as needed. Assist during emergency or high activity situations as needed. Respond to emergency callouts as required of all City employees, including working extended hours during emergencies with limited breaks

Fire/EMS:

Skills:

Active Listening

• Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Reading Comprehension
• Understanding written sentences and paragraphs in work related documents. Time Management
• Managing one's own time and the time of others. Speaking
• Talking to others to convey information effectively. Writing
• Communicating effectively in writing as appropriate for the needs of the audience. Critical Thinking
• Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. Computer
• Microsoft Office or similar computer software. Active Learning
• Understanding the implications of new information for both current and future problem-solving and decision-making.

Attributes:

Oral Comprehension

• The ability to listen to and understand information and ideas presented through spoken words and sentences. Written Comprehension
• The ability to read and understand information and ideas presented in writing. Written Expression
• The ability to communicate information and ideas in writing so others will understand. Oral Expression
• The ability to communicate information and ideas in speaking so others will understand. Speech Clarity
• The ability to speak clearly so others can understand you. Near Vision
• The ability to see details at close range (within a few feet of the observer). Self-Motivation
• Able to work independently with minimal supervision or direction. Selective Attention
• The ability to concentrate on a task over a period of time without being distracted.

Experience and Education:

High School Diploma (or GED or High School Equivalence Certificate) Over 2 years, up to and including 4 years of college or 5 years experience in administrative, clerical or secretarial work.

Physical Requirements:

Ability to perform sedentary and light physical work and ability to lift and carry up to 30 pounds. Ability to stand, walk, sit, bend, crawl, climb, kneel, twist, grasp, push, pull and perform similar body movements. Possesses hand/eye coordination adequate to operate office equipment. Ability to talk and hear in person and by telephone. Ability to see and read instructions, documents, computer screen, printed reports and data.

Position :

436010001

Type :

INTERNAL & EXTERNAL

Grade :

GRADE 12 HOURLY

Group :

FULLTIME H

Job Class :

ADMINISTRATIVE ASSISTANT

Posting Start :

08/10/2026

Posting End :

12/31/9999 HOURLY

RATE RANGE

$16.03

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