- Nature of Work, Essential Functions & KSA's
The City of Delaware Police Department is seeking a dynamic administrative assistant to provide administrative support the Chief of Police and the department. If you have excellent software skills, strong attention to detail and are committed to providing outstanding service to the Delaware community, apply today.
NATURE OF WORK
Under the direction of one or more department directors, provide administrative support to the department. The work consists of coordinating communications, customer service, scheduling, preparing documentation, assisting with department activities and general clerical duties. As needed, attend evening meetings on behalf of the department, or work evenings or weekends during emergency events to assist in managing public information, calls and questions.
- Compose and review correspondence, memos, complaint responses, etc., applying knowledge of established departmental and City policies.
- Interact positively with citizens, vendors, and visitors who come to the facility and provide direction.
- Answer routine inquiries independently, using knowledge of departmental and City regulations and policies.
- Arrange appointments and meetings and provide administrative support for the assigned department.
- Research information for the department.
- Answer and screen telephone callers directed for the department.
- Prepare purchase orders and maintain updated status of purchase orders for accounts used by the department.
- Order, inventory and maintain office supplies and any other equipment or needs of the department.
- Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
- Preparing concise and accurate documents; strong proofreading, composition and editing skills.
- Skills using computers, Microsoft Office products (i.e., Excel, Word, PowerPoint), internet searches, social media sites and other related office equipment (printers, copiers, etc.)
- Analyzing and resolving office administrative situations and problems.
- Knowledge of city government and operations.
- Knowledge of office terminology, practices, procedures, and equipment.
- Knowledge of proper English grammar and spelling.
- Knowledge of accounting fundamentals.
- Knowledge of records management and electronic filing system best practices.
- Ability to effectively communicate verbally and in writing in order to give and receive information in a prompt and courteous manner.
- Ability to handle confidential materials in strict confidence.
- Ability to manage multiple priorities and efficiently organize and prioritize work assignments, projects, and activities.
- Ability to work independently, work under pressure, prioritize work and to set/achieve goals.
- Ability to operate a multi-line phone system.
- Ability to learn City operations and organization and maintain harmonious working relationships with other employees.
- Ability to maintain administrative, fiscal and general records and to prepare reports and answer questions from records.
- Illustrative Examples of Work / Physical Requirements & Working Conditions
ILLUSTRATIVE EXAMPLES OF WORK
- Formulate and prepare correspondence.
- Take confidential complaints from citizens and direct to appropriate parties.
- Maintain and compose reports and documents.
- Schedule presentations and appointments for the department management staff.
- Prepare payroll data and maintain compensatory time records.
- Assist in budget preparation.
- Assist in administering grants.
- Process invoices and track financial expenditures to budget.
- Serve as receptionist for administrative offices..
- Maintain confidentiality of ongoing external and internal investigations.
- Prepare agendas for department related meetings.
- Assist in presenting programs to interested groups and organizations.
- Update reports, records and file systems.
- Maintain department record management system.
- Maintain and update the department website and social media sites.
- Process mail and accept all courier services.
- Assists the director in researching and developing department policies, procedures, guidelines, rules and regulations.
- Other duties as assigned.
- Majority of work is performed in an office environment where the physical demands require sitting for extended periods of time; frequent use of computers and standard office equipment; may work under stress of deadlines.
- Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and to communicate effectively with others in person and over the telephone.
- Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and to review, evaluate and prepare a variety of written materials on a computer for extended periods of time.
- Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate standard office equipment and computer systems.
- Sufficient personal mobility and flexibility, with or without reasonable accommodation, which permits the employee to work in an office setting and to sit for extended periods of time.
- Sufficient ability and strength to lift, carry, or otherwise move objects up to ten (10) pounds for varying distances.
- Training, Experience, and Qualifications
- High school diploma or equivalent required. Supplemental courses in administrative studies preferred.
- Two years of previous experience in the administrative services field.
- Must be honest, dependable, and trustworthy.
- Supplemental Information / Special Requirements
This position is part of the Management Pay Plan. Details about the compensation and benefits for this position can be found in the agreement by clicking here.
The class specification which appears above is intended to be sufficient merely to identify the class and be illustrative of the kinds of duties that may be assigned to the position allocated to the class and should not be interpreted to describe all of the duties which may be required of employees holding a position assigned to this class.
The City of Delaware is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act (ADA) and the Americans with Disabilities Act Amendment Act (ADAAA), the City of Delaware will provide reasonable accommodations, upon reasonable request, to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.