Administrative Assistant

Job Title:             Administrative Assistant

Department:      Police Department

Hours:                  Day time hours

Rate:                      Grade 15                    

Summary:

Responsible for performing a wide variety of administrative duties to support the efficient operation of the Police Department. Provides information and assistance to the public. Works under the supervision of the Chief of Police or designee.

Primary Responsibilities:

• Provide a wide variety of responsible administrative duties for the Police Chief and other department personnel as assigned
• Greet and assist visitors and citizens with reports, forms, inquires and processes relating to the Police Department.
• Prepare and process all requests for Police Department records from the general public, law enforcements agencies, insurance companies and attorneys.
• Receive, screen and direct incoming calls to the Police Department.
• Prepare and edit correspondence, reports, forms, manuals and other materials.
• Research and prepare information for the public, department staff, insurance companies, attorneys, and City, State and Federal agencies.
• Prepare and submit payroll for the department bi-weekly.
• Prepare and publish department personnel work schedules.
• Create and organize personnel records.
• Maintain appointment calendars and court appearance schedules for department personnel.
• Manage the department’s website and social media content.
• Assist with preparation of statistics and reports of police calls and activity.
• Screen, sort, and distribute incoming mail and prepare outgoing mail.
• Organize and maintain a variety of department files and records.
• Gathering, organizing and copying pertinent information for the State’s Attorney’s Office in preparation for trials.
• Create and maintain Police Department case files.
• Assist with sensitive internal investigation files.
• Assist with recruitment, assessments, and onboarding and ensure compliance with APOST requirements.
• Assist with community related events and programs sponsored or co-sponsored by the Police Department.
• Assist in the preparation of annual Police Department budget. Coordinate with Chief of Police, Deputy Chief of Police, and others on the up-to-date status of departmental spending and yearly budget.  
• Assist with Municipal Complex building controlled access system by creating and editing access privileges, issuing key fobs/badges, ID cards, etc.  
• Assist with performing IT duties for the department.
• Perform other job related duties as assigned

Knowledge, Skills, and Abilities:

• Knowledge of City and departmental policies and procedures.
• Knowledge of the principles and practices of public administration in general.
• Knowledge of modern office procedures and techniques.
• Knowledge of office productivity software including Adobe, Microsoft Office products such as Word, Excel, Powerpoint, etc.
• Must maintain professional conduct.
• Must have excellent organizational and time management skills.
• Must be able to address problems and complaints tactfully, courteously, and effectively.
• Must be able to accept lines of authority; promote a positive environment; cooperate with other staff and officials.
• Ability to maintain confidentiality. Environment requires working with and around sensitive information.
• Ability to perform work through specific and general delegation by the Police Chief(s) with considerable latitude for the exercise of independent judgement.
• Ability to establish and maintain effective working relationships with elected officials, department heads, the local business community, and the general public.
• Ability to effectively communicate with the general public, other employees, City officials, state agency personnel, and others in person, telephone, and emails.
• Successful candidate is able to plan and organize work with little or no supervision.

Qualifications:

• Be a graduate of an accredited high school or GED.  Associate’s Degree preferred.
• At least 2 years of administrative work experience or any combination of relevant job-related experience.
• Possess a current and valid driver’s license and be insurable.
• Must be able to obtain and maintain notary public certification. 
• Must be computer proficient with practiced knowledge of Microsoft Office products.
• Be willing to learn various software programs, online systems, etc. as necessary.
• Be willing to attain certifications as required that are necessary for essential job functions.

Posting Dates:  2/16/2022 – 2/23/2022

City Employees interested in this position should contact Kathy Railey at 256-329-6782.  Seniority alone will not be the determining factor.  Applicants must meet all requirements. 

City of Alexander City is an Equal Opportunity Employer