Administrative Assistant

Administrative Assistant

The Administrative Assistant serves as the initial point of contact for the public at the Williston Police Department. The Administrative Assistant will play a crucial role in supporting the efficient operation of the office by handling various administrative tasks and providing excellent customer service. This role requires exceptional verbal communication, strong customer service skills, and meticulous attention to detail.

Supervision Received: Administrative Lieutenant

Supervision Exercised: none

FLSA Status: Non-Exempt

Essential Job Functions:

• Serve as the first point of contact for the public, visitors, and callers, providing a welcoming and professional atmosphere.
• Answer and direct phone calls to the appropriate division.
• Greet the public and visitors, determine the nature of their visit, and direct them to the appropriate department or personnel.
• Assist the public by addressing inquiries and providing relevant information.
• Operate a computer and use the records management system to input, update, and retrieve data.
• Process financial transactions, including accepting payments and issuing receipts.
• Balance the cash till daily to ensure accuracy.
• Maintain a safe and clean reception area in adherence to established procedures and departmental policies.
• Perform general office duties such as copying, scanning, and faxing.
• Provide clerical and administrative support to the department.
• Maintain accurate and organized files, both digital and physical.
• Perform all other duties as assigned.
• Perform all work duties and activities in accordance with the Williston Police Department and the City of Williston policies and procedures.

Note: The functions and duties listed are intended only as illustrations of the various types of work that may be 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. The 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.

Minimum Qualifications: Must have a high school diploma or equivalent. Must be able to pass a thorough background investigation conducted by the WPD. Thorough knowledge of business English, spelling and commercial arithmetic. Thorough knowledge of modern office practices, procedures, systems and equipment. Working knowledge of the organization and functions of the government and pertinent policies, ordinances, and regulations, or ability to acquire such knowledge rapidly. Ability to plan, layout, and carry out office procedures. Ability to establish and maintain effective working relationships with other employees, city officers, city officials, and the public. Skilled in the use and care of a standard computer, calculator, copying machine, etc.

Physical Demands: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull up to 25 pounds; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.

Work Environment: Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions.