ADMINISTRATIVE ASSISTANT - POLICE DEPARTMENT

Administrative Support

This person in this position is responsible for providing administrative support to an assigned department in the city. The incumbent's work generally involves public contact, maintaining a variety of records, receiving phone calls and coordinating and scheduling meetings.

Essential Job Functions

Police Department:

• Greets and directs visitors by maintaining employee and department directories.
• Handles inquiries and requests; answers the telephone; routes and returns telephone calls.
• Provides callers with information such as upcoming events, vendor forms, telephone numbers, references websites and other related information to help with public assistance.
• Must have basic math skills. Bookkeeping knowledge is a plus. Enters invoices, refunds, and other required information into financial software.
• Coordinates calendar events to include planning/scheduling appointments, meetings, and updates on a regular basis; contacts parties involved as appropriate.
• Files correspondence and other documents.
• Independent and critical thinking skills. Can work on own with little direction. Problem solving and data analysis.
• Maintain a high level of customer service and provides recommendations to enhance the customer service experience for City of Douglasville Police Department guests.

• Skilled in operating modern office equipment and computer applications. Knowledgeable in all areas of Microsoft Software.
• Skilled in oral and written communications. Ability to understand and carry out oral and written instructions.
• Ability to handle multiple interruptions and adjustments to priorities throughout the day. Ability to multi-task.
• Ability to use tact and courteousness in dealing with the public in person or by phone, as well as employees of the various departments.
• Ability to effectively present information and respond to questions from groups of managers and the public.
• Must attend and take photographs (for social media) at community meetings/events during the week and weekends.
• Must assist and help prepare events throughout the year to include handing out informational material to the public. Assists with various seasonal and Christmas programs.
• This position is the main contact for rental of the Community Room and includes working with the public and keeping calendars, involving contracts and computer software, as well as having a knowledge of all working areas of the Community Room (i.e. audio/visual, etc.).
• Maintains a high-level of detail to problem solving tending to the public and customers.
• Have knowledge of conflict resolution skills.
• Bilingual a plus.
• Has a high level of integrity.
• Performs other related duties as required.

Minimum Education and Experience Requirements

Requires High School diploma or equivalent; one (1) year of progressively responsible administrative work, with some experience in the public sector preferred; or an equivalent of education or experience.

Knowledge, Skills and Abilities

• Knowledge of modern office practices, methods, equipment, and standard clerical procedures.
• Knowledge of or ability to learn the department's rules, regulations, policies, and procedures.
• Knowledge of all municipal functions, contacts, and activities of various departments.
• Knowledge of use of proper grammar and spelling.
• Skill in operating a computer.
• Skill in oral and written communication.
• Skill in time management, organization, and people.
• Ability to learn, understand and apply the concepts, practices and procedures of the department.
• Ability to pay close attention to details.
• Ability to handle several projects simultaneously.
• Ability to understand and follow quickly and accurately oral and written instructions.
• Ability to prepare clear and concise reports and maintain accurate records. Ability to maintain alphabetical and chronological files.
• Ability to work independently without specific instructions.
• Ability to establish and maintain effective working relationships with City employees and the general public.
• Ability to provide excellent customer service to employees and vendors in person and by telephone.
• Ability to maintain complex records.
• Ability to have good judgment, tact and professionalism.
• Ability to multi-task with frequent interruptions.

Certification, License and Special Requirements

Possess and maintain a valid Georgia Driver's License and a satisfactory Motor Vehicle Record (MVR).

Must PASS polygraph and drug test!

Physical Demands

The work requires standing, walking, sitting, lifting up to 40 pounds, carrying, pulling, climbing, balancing, stooping, kneeling, crouching, reaching, handling, speaking, hearing, and seeing.

Work Environment

The work is typically performed in an office environment.