Administrative Assistant- Police Department

Administrative Assistant

Under direct supervision of the Chief of Police, this position provides varied and complex administrative support of a confidential nature for the Chief of Police. The Administrative Assistant applies advanced clerical and customer service skills in support of the efficient operation of the Janesville Police Department. Duties also include research and special projects of Department procedures, policies, and practices.

Reports to: Chief of Police

Has regular work contact with Department, Division, and Office Heads, City employees, union leaders, Police and Fire Commission members, outside governmental agencies, local business representatives, vendors, and the general public.

Supervises: None

Essential Duties

ESSENTIAL DUTIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by the incumbent. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Serves as Administrator of Pace Scheduler scheduling and payroll software; prepares and enters payroll information into the department's payroll software; submits and forwards reports to the Finance Office in a timely manner, including applicable overtime, premiums, and other compensation in accordance with collective bargaining provisions and City policy; receives, researches, and recommends resolution of employee payroll problems to supervisor; verifies rate change calculations from the Finance Office and Human Resources Office; analyzes overtime and time-off usage and creates payroll reports for the Chief of Police.
2. Manages state and federal grant applications; submits applications and required reports; maintains associated grant accounts and provides the Finance Director with necessary information pertaining to these accounts.
3. Manages the department's social media accounts and the department's webpage; assists in the preparation of public relations activities with the City Manager's Office, general public, news media, and civic groups.
4. Completes special projects, obtains and analyzes information, and prepares staff reports with recommendations for the Chief of Police and management staff; prepares charts, graphs, and tables to clearly illustrate statistical results of research.
5. Tracks data and work-related information of department personnel; reports personnel changes in assignment or status to Human Resources Office; forwards completed Worker's Compensation forms and FMLA paperwork to the Human Resources Office.
6. Performs data compilation and analysis functions, including the collection, analysis, reporting, and dissemination of information concerning external forces (crime and disorder), as well as internal processes of the department (workload analysis, vehicle stops, crashes, etc.) and provides reports.
7. Leads the preparation, organization, printing, mailing, and posting of the Annual Report.
8. Creates timelines, flowcharts, and link analysis charts for specialized investigations; processes various video evidence and formats for media release.
9. Provides administrative support for management staff.
10. Maintains department databases; creates queries and reports to extract and summarize data.
11. Maintains Accreditation database and files; assists Accreditation Manager with Accreditation process; stays current on Accreditation changes and updates database and files to reflect changes; assists with onsite visits at other WILEAG accredited agencies.
12. Designs and produces department brochures and manuals.
13. Assists on preparation of annual department budget.
14. Coordinates requests for special event overtime and prepares invoices.
15. Evaluates existing and proposed department policies, procedures and techniques as needed and recommends improvements; assists in administrative planning.
16. Provides back-up coverage for the Police Support Specialist
17. Maintains the confidentiality of any department-related information, including but not limited to litigation, personnel, and labor relations issues. Maintains confidentiality of law enforcement and crime related information.
18. Follows all safety regulations, policies, and procedures; reports all unsafe conditions and acts to supervisor; reports all accidents to the supervisor immediately whenever possible; follows recognized safe work practices.
19. Performs other special projects and other job duties as assigned or required during regular and non-business hours.
20. All employees may be assigned by the City Manager or their designee to perform duties and assume responsibilities that are outside the scope of their work duties when the City Manager has declared a City disaster or the City Emergency Operations Center has been initiated.

Minimum Position Requirements/Qualifications

MINIMUM EDUCATION AND PRIOR EXPERIENCE The requirements listed below are necessary to perform the essential duties of the position.

1. A High School diploma or equivalent is required.
2. A minimum of three (3) years of office support, administrative, or professional clerical experience is required.
3. Access to personal or public transportation for job-related duties.

The qualifications listed below are preferred, but not required to perform the essential duties of the position. The absence of these qualifications on a candidate's application does not preclude them from consideration.

1. An associate degree from an accredited college or university in accounting, finance, business or vocational/technical training in administrative support is preferred.

For successful performance in this position, the incumbent must demonstrate the following knowledge, skills, abilities, and behaviors.

1. Thorough modern administrative or office support procedures, practices, and equipment.
2. Thorough records management, report preparation, and filing methods.
3. General accounting principles and practices.
4. Thorough departmental policies, procedures, rules, and regulations.

1. Organizational and time management skills to prioritize duties and accomplish a high volume of work product while adapting to constant changes in priority.
2. Exceptional communication skills, both verbally and in writing, paired with a strong customer service background, and effective interpersonal skills.
3. Collaboration skills to effectively work with others to achieve common goals through communication, teamwork, and problem-solving.
4. Excellent time management, organizational, and prioritization skills.
5. High level of accuracy and attention to detail.
6. Exceptional communication skills, paired with a strong customer service background and effective interpersonal skills.
7. Working with the public in a fair and consistent manner, maintaining objectivity, and excluding personal bias while performing job duties.
8. Strong clerical skills.
9. Intermediate proficiency in Microsoft applications, including Excel, Access, Word, Publisher, and Outlook.
10. Pace Scheduler, or other applicable payroll tracking software.
11. Strong ethics base built upon integrity, honesty, initiative, and respect.
12. Intermediatelevel of technical proficiency skills, including computer applications and software such as Microsoft Office and Adobe Acrobat.

1. Ability to compose routine correspondence and routine reports in a clear, concise, logical, and effective manner, utilizing proper grammar, spelling, punctuation, sentence structure, and tone.
2. Comprehend and interpret state statutes, county laws, City ordinances, and department policies and procedures.
3. Retrieve, integrate, analyze, and summarize qualitative and quantitative data from a large variety of sources and systems.
4. Ability to perform basic mathematical calculations, including the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, and to compute percentages.
5. Maintain files in a filing system per set procedures.
6. Effectively and efficiently schedule and organize workload, prioritize, and handle multiple tasks at one time in a diversified and fast paced environment.
7. Conduct and compile research and special project information.
8. Accurately complete and maintain required data and reports.
9. Communicate effectively, both in verbal and written form, and to follow verbal and written instructions with minimum supervision.
10. Timely perform duties with considerable judgment, resourcefulness, and initiative under minimal supervision and within the boundaries of areas of responsibility.
11. Maintain confidential information including but not limited to sensitive, criminal information, personnel, labor relations, and litigation
12. Adopt a professional work ethic, possess a high level of integrity, exemplify a professional work ethic, demonstrate tact and decorum, and display a positive, welcoming, and friendly attitude to all.
13. Organize and plan research projects and programs, make recommendations, and successfully implement once approved.
14. Adapt to the changing of department priorities or needs