Administrative Assistant
Administrative Assistant
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Job Description
Starting Pay: $47729- $51940/Annually
$22.95- $24.98/Hourly
Please click the link below for Benefits Information:
Under general supervision performs secretarial duties associated with organizing department work processing/maintaining documentation and providing general office position reports directly to the Field Operation Division.
II. Essential Job Duties
A. General office support
- Work hours are as follows: five eight-hour days per week; the administrative schedule.
- Provide administrative support to the Field Operations Division including scheduling meetings answering phone calls and handling correspondence.
- Maintain confidentiality of sensitive law enforcement records and information.
- Perform general office duties such as data entry filing and managing digital records.
- Serve as the primary point of contact for businesses event organizers and community members requesting police presence at events.
- Review and approve extra-duty job requests while ensuring compliance with department policies and procedures. Processes the request and posts on agency software program.
- Maintain accurate records of officer assignments hours worked and event details for payroll and billing purposes.
- Work with internal police leadership to ensure adequate staffing for all events while prioritizing public safety.
- Develop and maintain relationships with local businesses government agencies and event organizers.
- Ensure compliance with city ordinances departmental guidelines and legal requirements regarding extra-duty work.
- Provide administrative support by processing paperwork preparing reports and maintaining a scheduling database.
- Address any scheduling conflicts or last-minute changes in assignments.
- Works with the City of Franklin Finance Department for system billing billing approval invoicing and payment submittals
- Runs requested reports on manpower financials etc.
III. Other Job Duties
Performs other job duties as assigned including:
- Coordinating filling positions and billing for time regarding requests for sworn Officers to work extra jobs and special events
IV. Primary Job Challenges
Primary challenges of this position include prioritizing work in a high volume environment and keeping up to date on guidelines and procedures.
V. Equipment Operated
General office equipment including computers copiers telephone.
VI. Key Competencies Required
- Job Content Knowledge:
Has general knowledge of the policies procedures and activities of the City and the assigned department as they pertain to the performance of duties relating to the position. Has general knowledge of secretarial practices as necessary in the completion of daily responsibilities. Keeps abreast of any changes in policy methods computer operations equipment needs and policies etc. as they pertain to departmental operations and activities. Effectively communicate and interact with supervisors co-workers and all other groups involved in the activities of the department. Use independent judgment as situations warrant. Has comprehensive knowledge of the terminology principles and methods utilized within the department. Is knowledgeable and proficient with computers typing with appropriate speed.
- Language Skills:
Read analyze and interpret common scientific and technical journals financial reports and legal documents. Respond to common inquiries or complaints from customers regulatory agencies or members of the business community. Effectively present information to top management and others inside or outside of the department.
- Mathematical Skills:
Ability to add subtract multiply and divide in all units of measure using whole numbers common fractions and decimals. Compute rate ratio and percent and to draw and interpret bar graphs.
- Reasoning Ability:
Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. In decision making some choices are known while others may need to be identified. Some reliance on precedent. Interpret a variety of complex instructions furnished in written or oral format.
- Teamwork:
Develops constructive and cooperative working relationships with others.
VII. Physical Demands and Work Environment
Physical Demands: Performance of the essential duties of this job requires the incumbent to:
- Remain in a stationary position 75% of the time.
- Occasionally move about inside the office/building to access file cabinets office machinery the public etc.
- Constantly operates a computer and other office productivity machinery such as a calculator copy machine computer printer and telephone.
- Regularly positions self to maintain office area and items needed to complete daily tasks.
- Regularly communicates information and ideas so others will understand. Must be able to exchange accurate information in these situations.
- Occasionally ascends/descends stairs in various work areas.
- Occasionally moves/transports up to 10 pounds.
Work Environment: Performance of the essential duties of this job requires:
The work environment is moderately noisy.
VIII. Qualifications
Education and Experience: The required knowledge skill and abilities to satisfactorily perform job duties are normally acquired through high school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.
Requirements:
- Applicants must have competency using various software programs spread sheets etc.
- Applicants must have good customer service skills.
- Applicants must have strong administration skills regarding computer operation staff & assignment tracking utilization of databases and filing systems.
- Applicants should demonstrate patience/aptitude to work with the public Police staff and members of other departments.
- Applicants should possess a strong work ethic be self-motivated able to work successfully with minimum supervision and display attention to detail in their work.
- This is not a work-from-home position. In office only.
Employment Type
Full Time
