Administrative Assistant - Public Safety

Administrative Assistant

We are seeking a dependable and detail-oriented Administrative Assistant to support the Chief Administration at the Division of Police. In this role, you'll assist the Chief, Deputy Chiefs, citizens, sworn staff, and city employees regarding various issues. You will manage a wide range of administrative tasksfrom processing payments to coordinating meetings and preparing reports. This position is perfect for someone who enjoys variety, takes initiative, and thrives in a customer facing role. If you're organized, resourceful, and excited to support the Gahanna Division of Police, we'd love to have you on our team! Starting Salary Range: The starting salary is between the minimum and midpoint of the range ($42,016 annually - $51,459 annually). Candidates will start at the minimum of the range unless their skills, experience, education or other factors exceed the qualifications for the position. The Administrative Assistant will perform a variety of complex administrative functions involving the use of independent judgment and personal initiative; assist with projects as necessary. This position is customer facing and provides excellent customer service.

Essential Job Functions

• Exercises independent thinking while providing office support for the department; responds to inquiries and complaints or directs to appropriate person/department; prepares and maintains records and files; prepares reports.
• Provides administrative support; answers and screens incoming phone calls; relays messages and/or important information; types a variety of complex reports and materials; conducts research; compiles data
• Composes routine correspondence, maintains complex and detailed files and records; creates, maintains and disposes of files as needed; adheres to city records retention policies and schedules.
• Collects and processes payments, balances cash drawer and processes daily deposits.
• Assists with event preparation and program implementation.
• Maintains database(s) related to department functions or activities; enters data; proofs, balances or verifies information for accuracy; updates database(s) as needed; collects and records payments if applicable; prints contracts, reports or receipts; files or submits documents/reports to appropriate department, director/manager, city official, or government agency, etc. to ensure compliance with all policies, guidelines, laws, statutes, rules and regulations.
• Completes projects assigned by supervisor; researches records and files; provides requested information on technical or complex issues.

Regular, predictable, and punctual attendance is required.

Minimum Qualifications

Education: High school graduate or equivalent. Associate degree or higher preferred

Experience: Three or more years of professional office experience. Proven experience in a high-volume customer service role including, but not limited to email, phone, and in-person communications.

Licensure or Certification Requirements: Current and valid Ohio driver's license with an acceptable driver's abstract to meet criteria for insurability established by the City of Gahanna. State of Ohio Notary Public preferred.

Knowledge, Skills and Abilities Knowledge of: Operations, governing laws and structure of local government. Office administrative practices and procedures. Proper English usage, including spelling, grammar, punctuation, and vocabulary. Purchasing processes and procedures. Recordkeeping, report preparation, filing methods and records management techniques.

Skill in: Providing excellent customer service to internal and external customers. Diffusing potentially negative or tense situations and knowing when to escalate the issue to someone else. Navigating PC and web-based software programs. Advanced utilization of Microsoft Office Suite (Word, Excel, PowerPoint, etc.). Using tact, discretion, initiative, and independent judgment within established guidelines. Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.

Ability to: (Mental and Physical Abilities) Maintain complex records and prepare reports from such records. Use discretion and maintain confidentiality of sensitive information. Establish and maintain effective working relationships with city officials, business executives, government officials, other employees, and the public. Communicate effectively both orally and in written form (including electronically). Follow complex written or oral directions. Lead and plan tasks or projects for others within the department. While performing the essential functions of this job, the incumbent is regularly required to sit, see clearly; hear; read and write; grasp and hold objects; keyboard; and rarely lifts or moves objects up to 25 pounds. Working Conditions: Incumbent's working conditions are typically moderately busy. This is medium work requiring the exertion of 20 pounds of force occasionally and up to 10 pounds of force frequently.

Important Job Functions

• Cross-trains with other department staff to cover absences.
• Orders office supplies for department as needed.
• Receives, opens, and distributes incoming mail and prepares outgoing mail.
• Generates and maintains purchase orders (PO's) for the department; verifies accuracy of accounts and amounts; processes invoices for payment; maintains balances; ensures expenses are kept within budgeted amounts.