Summary

Under direction of the Police Chief, performs varied, complex and confidential secretarial and office administrative assistance.

Administrative Assistants to designated Department heads are distinguished from Administrative Assistant IIIs by providing administrative support to the Department Heads of the City's largest and most complex departments. Assignments at this level involve a higher degree of complexity, greater administrative responsibility, and increased initiative and independent judgment. Thorough knowledge of department policy and procedure obtained by several years of department specific experience is required as well as the ability to relate well to the public.

Essential duties and responsibilities

The duties described are representative of those that must be met by an employee to successfully perform essential job functions. Additional duties may be performed as required. Reasonable accommodations may be made to enable individuals with a disability to perform the essential duties.

• Receives and screens visitors and telephone calls; provides information requiring the interpretation of policies and procedures; takes and refers messages to the appropriate person.
• Researches and compiles a variety of informational materials.
• Opens, sorts, and screens mail and attaches pertinent back up materials.
• Types a wide variety of drafts and finished documents, including confidential materials from taped dictation, brief instructions, or written materials.
• Record minutes and transcribe on a regular basis various department staff meetings using a laptop or by hand.
• Operates word processing equipment; inputs and retrieves data from a computer system.
• Initiates correspondence independently for signature by the department head.
• Reviews finished materials for completeness, accuracy, formatting, compliance with policies and procedures, and appropriate English usage.
• Organizes and maintains various departmental files and records.
• Follows up on projects, transmits information and keeps informed of department activities.
• Schedules meetings and appointments and arranges for facilities and supplies.
• Oversees and coordinates preparation, approval, compilation, reproduction and distribution of various documents and reports.
• Assists in gathering data, preparing and monitoring the annual departmental budget.
• Performs a variety of administrative tasks specific to the needs of the Police department.
• Performs related duties as required.

Knowledge of:

• Standard office administration and business data practices and procedures
• Business letter writing and English grammar, spelling and punctuation
• Operation of common office equipment and word processing equipment
• Record keeping, report preparation, and filing systems