Police Department Administrative Assistant

This position provides complex administrative support and day-to-day office management. This position is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control; performs all other related work as required. Performs routine duties that are clearly defined by protocol and standard operating procedures. This role requires basic knowledge of departmental operations. Has access to department-related confidential and/or sensitive information including financial and medical records, the disclosure of which would cause a significant breach of trust and seriously damage the reputation of the department. Errors in judgment could result in department errors, lower standards of service to the community, monetary loss, or possible negative public relations for both the department and the city. Reports to the Chief of Police

ESSENTIAL FUNCTIONS

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Provides customer service
• Assembles forms, documents and other materials for distribution at the chief's request
• Maintains scheduling for use of the Emergency Operations Center (EOC)
• Provides office coverage and coordination such as phone calls and mail
• Process payroll and track budgets
• Maintain detail records
• Process payments and invoices
• Process firearm permits
• Respond to records requests
• Order and maintain office supplies
• Performs building maintenance duties as needed
• Assist in setting up/breakdown for meetings and events
• Ordering refreshments for meetings or events
• Performs a variety of related duties

SUPERVISION RECEIVED

Under general direction, employee plans and prioritizes the majority of work independently, in accordance with standard practices and previous training. Employee is expected to solve most problems of detail or unusual situations by adapting methods or interpreting instructions accordingly. Instructions for new assignments or special projects usually consist of statements of desired objectives, deadlines and priorities. Technical and policy problems or changes in procedures are discussed with supervisor.

JUDGMENT

The work involves numerous standardized practices, procedures, or general instructions that govern the work and in some cases, may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent practice, procedure, regulation or guideline.

COMPLEXITY

The work consists of the practical application of a variety of concepts, practices and specialized techniques relating to a professional or technical field. Assignments typically involve evaluation and interpretation of factors, conditions or unusual circumstances; inspecting, testing or evaluating compliance with established standards or criteria; gathering, analyzing and evaluating facts or data using specialized fact finding techniques; or determining the methods to accomplish the work.

NATURE AND PURPOSE OF CONTACTS

Relationships are primarily with co-workers and the public involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with service recipients and employees of outside organizations. More than ordinary courtesy, tact and diplomacy may be required to resolve complaints or deal with hostile, uncooperative or uninformed persons.

CONFIDENTIALITY

Incumbent has extensive access to town wide confidential information including personnel files, medical information, litigation and police records.

EDUCATION AND EXPERIENCE

High School diploma and three years of experience is required; an Associate's degree or additional training or certifications such as DCJIS and LEEPS preferred.

KNOWLEDGE, ABILITY, AND SKILLS

Must have working knowledge of Massachusetts General Laws and town By-Laws. Must have knowledge of office practices and procedures. Must have financial skills. Knowledge of police operations. Must have excellent communication and customer service skills; computer and database skills; must have organizational skills. Must have excellent writing, financial and spreadsheet skills. Must have the ability to maintain accurate, detailed records; to deal tactfully with other departments, staff and the public and to perform detailed work despite frequent interruptions; must have the ability to maintain effective working relationships. Knowledge in police records management systems such as IMC and scheduling programs such as Detail Tracking Systems (DTS) is preferred. Ability to establish and maintain effective working relationships with all town employees, board/committee members, officials and the public knowledge of the municipal administration process

WORK ENVIRONMENT

The work environment is an office within a police department as well as throughout the police station areas and property.

PHYSICAL, MOTOR, AND VISUAL SKILLS

Physical Skills The work principally involves sitting, with intermittent periods of stooping, walking, and standing. May be required to lift objects such as files, boxes of papers, recycling materials, office supplies, and office equipment weighing up to 30 pounds. Motor Skills Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment. Visual Skills Visual demands require routinely reading documents for general understanding and analytical purposes and monitoring security cameras.

Pay:

$21.54 - $28.00 per hour

Benefits:

Dental insurance Employee assistance program Flexible schedule Health insurance Paid time off Retirement plan

Work Location:

In person