Administrative Assistant
(Police Department)

GENERAL PURPOSE

Under general supervision, performs a variety of difficult, responsible and specialized administrative and office support functions; creates and maintains specialized reports, records and files required in connection with department work processes; interacts with City personnel and the public on technical matters; and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS

Incumbents in this class perform a variety of functions that require a thorough knowledge of the terminology, procedures and practices for their functional areas, with a significant degree of independence and accountability for results. Confidential incumbents provide secretarial services to a department manager. Represented incumbents provide secretarial services to supervisors and/or other staff. Administrative Assistant is distinguished from Executive Assistant in that an incumbent in the latter class provides difficult, sensitive and confidential administrative and office support to a department head or chief.
ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
Performs difficult technical and administrative work with a considerable degree of independent accountability in support of a department's core functions and processes, examples of which include:
o Receives and screens visitors, telephone calls or e-mails, providing general and specialized information regarding departmental functions that may require the use of judgment, tact and sensitivity and the interpretation of policies, rules and procedures; skillfully handles complaints and inquiries; researches and responds to requests or refers complaints and requests to other staff when warranted.

o Designs, organizes and maintains specialized and custom forms, records, reports, files, databases, manuals and logs to support technical work processes in areas of assigned responsibility; designs, develops and maintains spreadsheets requiring data interpretation and manipulation; creates, maintains and updates file systems and indexes; researches and assembles information from a variety of sources for the completion of specialized forms and technical reports; develops and maintains applicable databases to support department functions; copies, compiles and distributes contracts, reports, documents and other materials.

o Performs departmental payroll or other personnel administrative duties; calculates and verifies timesheet accuracy and compliance with City policies and procedures; enters payroll information into City payroll and, if applicable, department-specific databases; reviews and reconciles payroll reports with departmental reports; distributes payroll to divisions or management; reviews and verifies time-off requests and maintains department attendance and time-off records in applicable databases or other records; types, processes or maintains personnel documents, such as personnel action forms and performance appraisals; tracks and notifies management of employee performance appraisal dates; maintains comprehensive, current departmental personnel files; generates and distributes related payroll, attendance and personnel reports to management and others authorized to receive information.

o May collect, count and balance fees or monies for payment and issue receipts.

o Provides budget development and administration support and assistance; assists in gathering and analyzing data and information, develops and compiles supporting documentation and provides other support and assistance in preparation of department's annual budget; maintains and updates department budget database; monitors and verifies department budget balances; reconciles monthly budget reports. Within City and department policies and procedures, performs purchasing and other financial duties; obtains and, when assigned, evaluates and recommends the award of bids, selecting appropriate vendors and suppliers; reviews, verifies, tracks and processes purchase requisitions, purchase orders, invoices, credit card charges, tuition reimbursements, procurement logs or check requests; obtains designated approvals for all transactions; enters and maintains related information in the City's financial database and departmental spreadsheets and records.

o Drafts and/or types assigned committee or staff meeting agendas and, as appropriate, assembles agenda packets; attends assigned meetings with manager or other staff and representatives of other City departments or external contacts; takes, transcribes and distributes minutes; actively participates in staff meetings and follows-up on assignments distributed.

o Schedules assigned appointments, meetings and conferences for managers, council members, other assigned staff, applicants or conference rooms; coordinates arrangements and, as necessary, sets up meeting rooms; notifies meeting participants; as appropriate, assembles meeting materials.

o Arranges and coordinates travel and training and conference registration for assigned staff or council members; completes and processes travel documents, including travel requests, travel expense forms and travel reimbursements.

o From rough notes, drafts, dictation, audiocassette tapes (e.g., police interview or interrogation process) or brief oral instructions, types, formats, edits, revises, proofreads and prints reports, correspondence, transcriptions, memoranda, agreements, agendas, contracts, legal documents, council correspondence and reports, technical charts, tables and other specialized materials ranging from routine to complex; creates materials for public presentations; composes correspondence, reports and informational materials; proofreads and checks typed and other materials for accuracy and completeness and for compliance with policies and regulations.

o Reviews, determines the priority of and routes the department's incoming correspondence.

o May provide lead direction to assigned support staff; organizes, plans and schedules the work of assigned staff; with assigned staff, develops, implements and monitors work plans to achieve goals and objectives; monitors day-to-day work performance of assigned staff; provides detailed input and assists management in evaluating the performance of support staff; trains and guides staff on department methods, policies, procedures and practices.
OTHER DUTIES
May perform other duties of similar difficulty requiring knowledge of office administration practices and procedures; correct English usage, including spelling, grammar and punctuation; City organization, ordinances, rules, policies and procedures applicable to departmental operations; terminology, technical work processes and local, state and federal requirements applicable to areas of assigned responsibility; basic functions of public agencies, including the role of an elected council and appointed boards and commissions; advanced uses of word processing, spreadsheet, database and other standard software to create complex documents and materials requiring the interpretation and manipulation of data; the City's personnel policies and labor contract provisions and timekeeping requirements; budgeting, recordkeeping, filing and purchasing practices and procedures. Establish and maintain effective working relationships with City managers, staff and others encountered in the course of work.
REQUIRED QUALIFICATIONS
High School Diploma or G.E.D. equivalent and three years of increasingly responsible office administrative, specialized administrative support or secretarial experience. Type accurately at a speed necessary to meet the requirements of the position. Satisfactory completion of background checks conducted by the Arizona Criminal Justice Information System and the City of Peoria's Chief of Police and successful completion of a limited polygraph exam.

DESIRED QUALIFICATIONS
Extensive knowledge of office administration practices and procedures; principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation; terminology, technical work processes and local, state and federal requirements applicable to areas of assigned responsibility; basic functions of public agencies, including the role of an elected council and appointed boards and commissions; advanced uses of word processing, spreadsheet, database and other standard software to create complex documents and materials requiring the interpretation and manipulation of data; budgeting, recordkeeping, filing and purchasing practices and procedures. Proofreading skills, strong interpersonal and customer service skills.

PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds. An employee may occasionally be required to stoop, bend, kneel or crouch. Specific vision abilities required by this job include close vision, distance vision, the use of both eyes and the ability to adjust focus.
Mental Demands
While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex office administrative problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with City managers, staff, customers, the public and others encountered in the course of work, some of whom may be dissatisfied or abusive individuals.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employees work under typical office conditions, and the noise level is usually quiet. Employees in certain assignments may occasionally be exposed to loud or prolonged noise level, fumes or airborne particles or work near moving mechanical parts or equipment.
FLSA Status: Non-Exempt

Revised: 04/07
 

DURING THE SELECTION PROCESS, ANY APPLICANT REQUIRING ACCOMMODATION FOR A DISABILITY SHOULD ADVISE THE HUMAN  RESOURCES DEPARTMENT. Employment Hotline (Voice Only): 623-773-7105 Human Resources (Voice/TDD): 623-773-7100 EOE M/F/D/V AN EQUAL OPPORTUNITY EMPLOYER OPORTUNIDAD DE EMPLEO CON DERECHOS IGUALES 8401 West Monroe St, Suite 110 - Peoria Arizona 85345 - (623) 773-7100 - Fax (623) 773-7149

This Page was last updated on 04/06/07
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