POSITION TITLE: Administrative Assistant to Police Chief (Civilian position) REPORTS TO: Police Chief SUPERVISES: Not applicable SALARY: $49,861 - $65,505 based on education and experience (Salaried/Exempt - Band C) PURPOSE OF POSITION: Responsible for performing confidential and professional administrative assistance to the Police Chief and Command Staff to ensure the efficient operation of the Police Department. ESSENTIAL FUNCTIONS: Performs professional administrative activities requiring the exercise of considerable independent judgment, a high level of confidentiality, and a thorough knowledge of City and Departmental policies and procedures. Provides administrative support to the Chief and Command Staff through various activities including, but not limited to, composing, typing, and editing correspondence, reports, memoranda, and other material. Provides clerical support to Internal Affairs, Investigations, and other confidential investigations as directed by the Chief and Command Staff. Utilizes a variety of computer programs in the preparation of various departmental records, reports, and other documents. Establishes and maintains a complex file system by accurately filing departmental records, reports, and various other documents. Prepares and distributes various departmental documents including, but not limited to, various awards and certificates; posts all departmental information as needed. Prepares, coordinates, and monitors the preparation, printing, and distribution of departmental brochures. Answers and routes telephone calls, takes messages, and refers callers to the appropriate source for assistance or provides information as appropriate; operates paging system to maintain communications with departmental personnel. Maintains and distributes required information regarding employee benefits in accordance with FOP contract language, under the direction of the Chief. Maintains calendar for the Chief; schedules meetings, sets up designated areas for meetings, and prepares/distributes appropriate material as needed. Attends various meetings; takes meeting notices, records and transcribes minutes. Responsible for the timely distribution and return of the performance evaluation forms; gathers and inputs personnel data into the computer system. Provides public records and information to citizens, the media and other agencies as requested, upon discretion and approval of the Chief. Operates standard office equipment in the performance of job duties, i.e. fax machines, copiers, computer, calculator, dictation machine, postage machine, etc. Establishes and maintains positive public relations with the general public, other employees, other governmental agencies, and municipal officials. Assists in the preparation and administration of the departmental budget. Processes invoices for payment. Maintains office supply inventory and orders supplies as needed; prepares and monitors work orders, when needed. MARGINAL FUNCTIONS: Provides secretarial support for other personnel as needed. The job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned. ESSENTIAL KNOWLEDGE, EXPERIENCE AND ABILITY: Ability to maintain regular and dependable attendance on the job, including attendance and job performance for possibly prolonged periods of time when called out on short notice due to weather conditions, emergencies and similar situations of public necessity. Knowledge of and ability to apply departmental operating procedures, policies, and regulations pertaining to the duties performed. Knowledge of and ability to apply effective record keeping and general bookkeeping principles and procedures. Knowledge of the geography of the City and surrounding communities in order to determine and assess appropriate departmental services available to the public. Knowledge of and ability to utilize proper telephone etiquette. Knowledge of and ability to perform accurate mathematical calculations such as addition, subtraction, multiplication and division, using a calculator or manually. Knowledge of and ability to perform input and retrieval functions utilizing a variety of computer programs dealing with word processing, spreadsheets, and databases such as Microsoft Word, Excel, etc. Knowledge of and ability to utilize the English language and proper grammar, spelling, and punctuation. Knowledge of and ability to apply routine office procedures and standard clerical techniques. Knowledge of the various community resources and agencies available to the general public. Knowledge of the City's administration responsibilities and ability to use independent judgment in the performance of duties. Ability to accurately prepare and maintain departmental records and documents. Ability to deal with the general public in a courteous and tactful manner. Ability to maintain the confidentiality of appropriate communications, documents, and transactions. Ability to plan and organize a personal work schedule, set priorities, and meet deadlines. Ability to perform job duties efficiently while managing frequent interruptions. Ability to type accurately using a typewriter and personal computer. Ability to operate standard office equipment. Ability to understand and follow both oral and written instructions. Ability to communicate effectively, verbally and in writing, in English. Ability to establish and maintain effective working relationships with the public, other employees, other governmental agencies, and municipal officials. ESSENTIAL EDUCATION, CERTIFICATION AND/OR LICENSES: 1. Must possess a valid driver's license at the time of hire. 2. Must possess Associate's Degree and/or successful completion of sixty (60) semester credit hours from an accredited college or university, with major work in Business Administration or a related field, or an equivalent combination of education, training, and experience. 3. May be required to become a Nebraska Notary Public within a time frame determined by Command Staff. 4. Must be bondable. ESSENTIAL PHYSICAL DEMANDS AND TYPICAL WORKING CONDITIONS: Work is generally performed indoors in an office setting and requires routine bending, lifting and carrying office supplies, books, files and other materials. The incumbent is required to frequently sit for extended periods of time, talk, hear, and must have the ability to transport themselves to and from various locations within the Police Department. Hand-eye coordination is necessary to operate computers and various other pieces of equipment. While performing the duties, the incumbent is required to use hands and fingers to operate objects, tools or controls and to reach with hands and arms. Work hours may occasionally be required in times of darkness. Vision abilities required for this position include close vision and the ability to adjust focus. The noise level is usually quiet or moderate. Work requires extensive interaction with the general public and may be stressful when dealing with citizens and/or meeting deadlines.