Police Management Assistant
City of Enid
Full-time
On-site
Enid, Oklahoma, United States
$25.11 - $25.11 USD hourly
Description
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POSITION REPORTS TO: Chief of Police
POSITIONS SUPERVISED: None
BLS COMPARABLE:11-1021 General and Operations ManagersCONDITIONS OF EMPLOYMENT- Subject to post offer, pre-employment drug screen.
- Subject to a pre-employment criminal background check and pre-employment polygraph.
- Subject to signing a confidentiality agreement.
- Keyboarding speed at 65 wpm.
- Advanced Excel & Word skills.
- English proficiency.
ESSENTIAL FUNCTIONS AND BASIC DUTIES- Formulate, effect, interpret and implement management policies and practices.
- Responds to correspondence regarding finances, payroll, personnel issues, and uses independent judgment to resolve those matters for management.
- Answer questions on behalf of the department, maintain the Chief of Police’s calendar and commit the Chief to meetings and appointments.
- Ascertains matters of importance that require the Chief’s attention. Investigates and resolves issues on management’s behalf.
- Prepare budgets for approval. Receive invoices, process payments from the Police budget, Animal Shelter, CIC budget, and 911 budget; forward appropriate paperwork to finance for payment. Make decisions on unplanned purchases based on the needs of the department and within budgetary constraints with authority to purchase and/or commit the department in significant financial matters.
- Track and balance expenditures. Tracks grant income and expenses.
- Uses own judgment to adjust and/or correct recordkeeping or timekeeping errors, including benefit time usage for employees within the police department.
- Track, through a ledger process, all expenditures, balancing monthly with line item account records.
- Maintain confidentiality of all records.
- Administer timekeeping, scheduling and attendance software for all departments within the police organization.
- Prepare/maintain performance files, written documents and communication related to the operation and administration of the Office of the Chief of Police.
- Maintain logs and rosters enabling the tracking of assignments, commendations, reprimands, merits, and promotions of all employees.
- Perform general office and clerical duties to include preparation of official memorandums and correspondence.
- Provide supervision of Administrative Assistant and assignment of duties when necessary.
- Provide assistance to other departments as needed.
- Perform other duties as required.
PERFORMANCE MEASUREMENTS- The Police Department runs smoothly and efficiently.
- Departmental budgetary goals are realized and met.
- Records are organized, filed, and easily retrieved.
- Effective working relations exist with City personnel.
- Management is appropriately informed of financial and personnel issues.
- Employee understands and adheres to applicable safety policies.
- The City’s professional reputation is maintained.
QUALIFICATIONSEDUCATION/EXPERIENCE:
Associate’s Degree (A.A.) or equivalent two-year college or technical school; and two years related experience and/or Training; or equivalent combination of education and experience.
CERTIFICATES/LICENSES:
Additional related training preferred.
REQUIRED KNOWLEDGE:
Clerical: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
Administration and Management: Knowledge of business and management principles involved in strategic planning, human resources, leadership technique, production methods and coordination of people and resources.
Customer and Personal Service: Knowledge of principles and processes for providing customer and personal services.
English Language: Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Computer: Proficient personal computer skills including electronic mail, record-keeping, routine database activity to include development of spreadsheets, formulas, record tracking applications, word processing, graphics, etc.
Specialized: Knowledge of legal and departmental policies and procedures.SKILLS/ABILITIES:- Ability to maintain confidentiality.
- Ability to make independent decisions with little or no supervision.
- Handle multiple tasks simultaneously.
- Accurate and attentive to detail.
- Excellent communications and public relations abilities.
- Advanced typing and computer application skills.
- Ability to assist and support others.
- Able to operate telephone, PC, copier, and other basic business machines.
PHYSICAL & MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITIONFINGER DEXTERITY:
Manual dexterity sufficient to work with the fingers.
VISUAL ABILITIES:
Normal vision, with or without corrective lenses.
PHYSICAL STRENGTH:
Exerts up to 10 lbs. of force occasionally. (Almost all office jobs.) Sedentary physical activity performing non-strenuous daily activities of an administrative nature. Extensive sitting. Frequent use of arms, hands, and fingers to reach, handle, touch and feel.
LANGUAGE/COMPREHENSION:
Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to effective present information to top management.
REASONING ABILITY:
Ability to define problems, collect data, establish facts, and draw valid conclusions.
MATHEMATICS ABILITY:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratio, and percent and to draw and interpret bar graphs.
WORK SCHEDULE/HOURS:
Regular – 8 hour shift, typically 8:00 a.m. to 5:00 p.m., Monday – Friday.
Occasional overtime, as required.
Other – Variable lunch periods and breaks.
WORK CONDITIONS:
Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.
NOISE LEVEL:
Moderate noise (examples: business office with computer and printers, light traffic).
OTHER WORK CONDITIONS:
NoneADVANCEMENT CRITERIAINTERMEDIATE:
5-7 years management experience
Bachelor’s degree
Specialized training in governmental processes
Specialized training in legal processes
Knowledge of safety as it pertains to the job
Valid CPR certification
ADVANCED:
8+ years specialized experience
Master's degree in related field
JOB DESCRIPTIONS
Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected.
All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.
In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.
I have reviewed this job description and I can perform the essential functions of this position, with or without, reasonable accommodations. I have also received or have been offered a copy of this job description.
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