Job Descriptions

Under the general direction of the Executive Administrative Assistant, Public Safety, to perform responsible coordination, technical and advanced clerical support to departmental operations; provide input and technical assistance to the Service Director and Management Staff, including, personnel records management, purchasing activities, and any other complex clerical duties as assigned; provide assistance as public/staff contact person in the Executive Administrative Assistant’s absence.

This classification is assigned to the miscellaneous bargaining unit for labor relations purposes and is subject to overtime assignments.

SUPERVISION RECEIVED AND EXERCISED

General administrative direction is provided by the Executive Administrative Assistant, Public Safety. Maybe assigned to exercise lead activities with other technical and clerical staff.

ESSENTIAL FUNCTIONS: Duties may include, but are not limited to the following:

• Plans, organizes and coordinates the activities of the Administrative office.
• Maintain confidentiality of the Administrative office.
• Coordinates the office activities of the department, determines priorities, monitors work flow, plans, organizes and directs organizational administrative programs and projects.
• Coordinates and implements the personnel records keeping functions, purchasing activities records and payroll records systems for the department.
• May represent the department to other City Service Areas, citizens, community groups and outside agencies, and prepare reports for the City Council.
• Assists in the development of department goals, objectives, policies and priorities.
• Plans, assigns and coordinates the activities of personnel in providing technical and support services for departmental operations.
• Assists in the planning for growth and future service needs, advises the Executive Administrative Assistant, Public Safety and Management Staff regarding activities and needs of the department.
• May select, train and participate in the evaluation of assigned staff; has input in employee performance evaluations.
• Reviews current and devises new service delivery methods to assure efficient and effective use of resources.
• Compiles materials/information and prepares reports, manuals, publications and news releases.
• Provides lead review of daily performance of assigned personnel and ensures that appropriate rules and policies are followed.
• Maintains personnel records, confidential investigations and records security in accordance with State law and City policy.
• Performs related duties as assigned.

MINIMUM QUALIFICATIONS

Knowledge of:

• Modern office methods, procedures, secretarial practices, business correspondence, filing systems and complex record keeping methods.
• Confidentiality, clear understanding of its application as it pertains to all aspects of documents, conversations, investigations and personnel matters

• Principles of supervision, training and performance evaluations
• Dictation and transcription, correct English usage, spelling, grammar, and punctuation
• Basic mathematics abilities in order to assist with budgeting calculations.
• Advanced word processing, spreadsheet, database, electronic mail, publishing, and other business related computer software applications inclusive of Microsoft Office Word, Publisher, PowerPoint and Excel.
• Modern office efficiency, office equipment, personal computers, bookkeeping and record keeping procedures and methods.
• City government organization, functions, policies, rules and regulations.
• Effectively communicate in a clear and concise manner, both orally and in writing

Ability to:

• Type 45 words per minute (net corrected).
• Administer a wide variety of programs and projects, including administrative activities, as well as internal assignments.
• Collect and understand data, analyze it objectively, present it clearly and concisely, and prepare logical and accurate reports with conclusions and recommendations.
• Understand basic computer operations and related software applications.
• Work independently, exercise common sense and sound judgement when performing assigned duties.
• Prepare clear and concise reports, speeches, articles and correspondence, for both internal use and external publication.
• Take meeting notes and transcribe same.
• Comprehend and apply Federal, State and local policies, procedures, laws and regulations.
• Establish and maintain effective and cooperative working relationship with those contacted in the performance of duties.

EXPERIENCE AND EDUCATION

Experience

Any combination of training and experience that would provide the knowledge and skills and abilities is qualifying. A typical way to obtain the knowledge and skill and abilities is: worked for 2 years or more in a clerical type position with ever increasing responsibilities.

Education

Possession of an Associate’s Degree with course work in business, or related field;

OR

Must have a minimum of twenty (20) accredited college units and at time of appointment be enrolled in a two-year accredited college and obtain an Associate’s Degree with course work in business, or related field within 36 months of date of appointment.

DESIRABLE QUALIFICATIONS

• Understand the organization and operation of the Police Department and outside organizations as may be necessary for assigned duties.

LICENSE OR CERTIFICATE

Possession of a valid California Driver's License, Class C, at the time of appointment, to be maintained as a condition of continued employment.

Possession of a current Typing Certificate (dated within 1 year of closing date)

{Type 45 words per minute (net corrected)}

Maintain the following physical abilities: See well enough to operate vehicles, read instructions and follow directions; hear well enough to distinguish various noises, to converse on the radio, telephone and in person; use of hands and fingers for writing, typing, drafting, and other computer related functions.

Revised, March 2016