Police Detail Clerk - Controller's Department

POLICE DETAIL CLERK

CONTROLLER'S DEPARTMENT

Union: Teamsters (Municipal) / Pay Grade: Clerk 2 Annual Salary Range: $52,868.40 - $58,356.82 (FY24) This posting is a backfill due to a vacancy. Statement of Duties : Working under the supervision of the Controller, and/or their designee, performs the day-to-day clerical and administrative duties to manage Police Department details. Essential Functions: Schedule and fill all pre-assigned and standby Malden police details in a timely and efficient way; Accurately maintain a daily detail ledger and standby ledger; Maintain records of the daily and monthly hours worked by Malden police officers filling details; Maintain vendor file with information needed to schedule and fill details; Collect and maintain all police officer detail slips and match to vendor invoice paperwork; Coordinate all accounts receivable payments with the Controllers' Office records and Police Chief's Administrative Assistant; Contact vendors to request payment for all accounts in arrears; Provide information to customers regarding scheduling of police details; Responsible for entering and managing the records of Officers performing details; Responsible for all detail slips and ensure the timely billing and maintenance of slips; Must be able to work efficiently which is necessary for keeping up with the high demand of processing the details Maintain detail payroll information calculations; Calculate detail payroll to hours worked; Bi-weekly preparation of Detail payroll; Managing receivable accounts, ensuring timely and accurate billing; Prepare and distribute invoices to customers; Track and reconcile invoices and maintain customer records; Process and monitor incoming payments, prepare bank deposits; Perform administrative duties for the Detail Board; Performs similar or related work as required, directed, or situation dictates. Regular attendance at the workplace is required. Supervision Required : Works under direction of the Controller. Employee expected to routinely check with their supervisor before doing anything but following standard procedures. Supervisory Responsibility : Work does not normally include any supervisory responsibility. Confidentiality : The employee has no access to confidential information. Accountability : Work affects the accuracy, reliability, and acceptability of department services, and affects the work of other departments and employees. Consequences of errors, missed deadlines, or poor judgment may include adverse customer relations, financial repercussions, and missed deadlines. Judgment : Employee is expected to use sound judgment in selecting the most appropriate procedure or method to apply in a particular situation, including the handling of financial information. Complexity : The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation. Nature and Purpose of Public Contact : Frequent contact with co-workers and the public involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with representatives of other departments, vendors or agencies. Employees are expected to act with courtesy, tact, and diplomacy in working with others and resolving complaints. Recommended Minimum Qualifications: Education and Experience: High School education and a minimum of one - three (1-3) years of skilled administrative/clerical experience, including exposure to public contact; or any equivalent combination of education and experience. Special Requirements :None. Knowledge, Abilities and Skill: Knowledge : Must have familiarity with the Microsoft Office suite, including Excel spreadsheets. Familiarity with Malden police detail procedures, andproficiencyinlearningnew softwaresystems needed. Also, must be familiar with standard office procedures and with office equipment such as copy machine, calculator, fax, and computer. Abilities : Ability to manage multiple duties and projects simultaneously; with a high degree of clerical accuracy, including excellent typing, filing and organizational skills. Ability to learn department-specific software. Ability tospeak other languages preferred. Skills : Must have good communication skills; effective interpersonal skills needed to interact with diverse cultural community. Must have good computer and typing skills as well as excellent verbal and telephone skills. Multilingual skills preferred. Work Environment : Work environment is typical of a professional office, involving moderate noise levels and frequent interruptions by customers and phone calls. Environment involves everyday risks which require normal safety precautions typical of offices. Physical and Mental Requirements Physical Demands: Work principally involves sitting and walking to perform work tasks, with intermittent periods of stooping, and standing. The employee is occasionally required to lift objects such as books, office equipment, file boxes and computer paper. Motor Skills: Duties are largely mental rather than physical, but the job may occasionally require the application of basic motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, filing, and sorting of papers. Visual Demands: The employee is required to constantly read documents and reports for general understanding. The employee may be required to review non-written materials or to determine color differences. Note: the essential functions or duties listed herein are illustrations of the type of work that is 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 the position. Reasonable accommodations may be made to enable individuals with disabilities perform the essential functions. This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change. The City of Malden is an EEO, driven by the value of excellence and believes that everyone deserves the best service and access to resources, regardless of their race, gender identity, religion, ethnicity, age, physical abilities, sexual orientation, veteran status, or personal experience. We embrace diverse perspectives and welcome candidates from these underrepresented groups to help make our vision a reality. Selected candidate will need to submit to a background check (CORI) and drug testing. #J-18808-Ljbffr Cityofmalden