Part Time Administrative Assistant I - Police

Administrative Assistant

The City of Wylie Police Department is seeking a part time Administrative Assistant. The selected candidate will be responsible for performing administrative work requiring specialized knowledge of administrative management and familiarity with functions of the assigned department. Supervision is provided by the Department Head or other management/supervisory position within department.

Essential Job Functions

Performs administrative secretarial duties requiring above-average administrative skills, considerable discretion, confidentiality and specialized knowledge.

• Provides customer service by responding to staff and public phone calls and face-to-face inquiries, requiring knowledge of policies and procedures.
• Screens calls with tact and courtesy; takes detailed, legible messages and directs calls appropriately.
• Drafts and edits written communications, using proper grammar and punctuation.
• Prepares correspondence and various reports and/or documents for general distribution.
• Retrieves and maintains files associated with the assigned department/division from various sources and locations.
• Interacts effectively with the City Council and applicable Boards.
• Makes effective decisions without constant supervision.
• Prioritizes workload effectively.
• Heavy use of spreadsheet and reporting skills.
• Pays invoices and performs budget reconciliation.
• Schedules various meetings, coordinates and conducts special meetings and/or events, takes minutes at meetings and/or transcribes dictation.
• Maintains department schedules and calendars as needed.
• Represents department at Administrative/Support Services staff meetings and other meetings.
• Makes travel arrangements.
• Organizes, searches and maintains hard copy and electronic files associated with the assigned department. Maintains historical records by filing and retrieving documentation, preserving sensitive information, ensuring confidentiality, producing file folders, and tracking documentation and files. Files and retrieves documents from file cabinets.
• Performs as a responsible steward of the public trust and strives for excellence in public service, enhancing the quality of life for all.
• Acts in a civil, respectful manner at all times to management, co-workers and others.
• Performs other duties as may be assigned.

When assigned to Police:

• Prepares criminal cases to be filed with the District Attorney's Office.
• Performs Texas Law Enforcement Telecommunications System (TLETS) checks on incoming case suspects.
• Types and prepares affidavits.
• Types criminal case summaries and/or supplements.
• Performs property intake and control functions as directed by supervisor.
• Assists with offense input as needed.
• Assist with National Incident Based Reporting System (NIBRS) as needed.
• Ability to pass a pre-employment drug screening test, physical fitness assessment, psychological exam, polygraph exam and criminal background check

Minimum Job Requirements

High School Diploma or equivalent. One to three years of experience as an Administrative Assistant or equivalent. Advanced training in secretarial functions, desktop publishing software, word-processing and spreadsheet software. Completion of National Incident Management System (NIMS) training courses as outlined by Emergency Management after hire.

Valid Driver's License. Must have Texas Driver's License within 30 days of hire.

Physical Requirements/Work Environment

PHYSICAL STRENGTH REQUIRED:

Low: Exerting up to 20 pounds occasionally, 10 pounds frequently, or negligible amounts constantly or requires walking or standing to a significant degree.

PHYSICAL ACTIVITIES REQUIRED:

Bending Carrying Fine Dexterity Handling

Hearing Pushing/Pulling Reaching Sitting

Standing Talking Twisting Vision

Walking

When assigned to Fire Administration:

Kneeling Crouching Climbing Lifting

Crawling Balancing Driving

PRIMARY WORK ENVIRONMENT: Indoors

SHIFT WORK: No

CALL-OUT: No