Assistant II, Administrative

Job Description

Job Description

SUMMARY

As an assistant to the police department’s command staff, works directly under the supervision of the Chief of Police and is responsible for providing clerical and administrative support to the Chief of Police and the department.

ESSENTIAL DUTIES AND RESPONSIBILITIES  include the following: (Other duties may be assigned as needed)

1. Coordinate administrative operations between the police department and other city departments and outside entities.
2. Responsible for monitoring and maintaining records and databases of department funding and expenditures, budget line items and assists with budget preparation.
3. Assists in the procedures required for locating, filing, and tracking grants.
4. Performs secretarial activity; prepares official correspondence including form letters, memorandums, draft ordinances/resolutions, reports, and other materials from clear copy or rough draft. Utilizing computer programs, designs, and creates forms, spreadsheets, graphs, databases, and procedures for information management.
5. Collects and prepares data for reports; prepares and presents recommendations pertaining to specific subject matter as directed by the Chief of Police.
6. Answers and directs communications for the Command Staff and provides information as required. Schedules appointments, maintains a calendar of appointments and activities, and performs other administrative and diverse clerical duties.
7. Responsible for coordinating the hiring process of new employees with Human Resources to include scheduling, reviewing and submission of records in accordance with Arkansas Commission on Law Enforcement Standards.
8. Acts as the custodian of the department’s working files, and grant documents and records; establishes and maintains filing systems, control records, and indexes using reasonable independent judgment.
9. Assists in planning and managing processes related to the Department’s annual budget, with emphasis on administrative costs.
10. Receives the public and answers questions, responds to inquiries, or refers the public to the appropriate department employee with responsibility for the matter.
11. Gathers data and formulates pamphlets and/or reports for department-sponsored activities.

1. Assists in the research, procurement and tracking of materials and supplies.
2. Coordinates department sponsored programs and travel plans for department approved training, conferences and meetings when directed.

1. Custodian of department’s petty cash account.

SUPERVISORY RESPONSIBILITIES

None required.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Must be a citizen of the United States.
2. Must possess a valid driver’s license.
3. Must not have any felony convictions or disqualifying criminal history.

EDUCATION and/or EXPERIENCE

Four (4) years related experience and/or training; Associate Degree or equivalent from a two-year college or technical school; or equivalent combination of education and experience. Other job-related education and/or experience may be substituted for all or part of these basic requirements upon approval of the Chief of Police.

LANGUAGE SKILLS

Ability to read and comprehend the following in the English language: complex instructions, assorted correspondence, and memorandums. Ability to write detailed correspondence and reports. Ability to effectively present information in one-on-one and small group situations to citizens and other employees within the department and/or city government.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute ratio and percent, and to draw and interpret spreadsheets and graphs.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only standardization exists. Ability to establish and maintain successful work relationships. Ability to interpret a variety of instructions furnished in written, oral, diagram, and schedule form.

CERTIFICATIONS, LICENSES, REGISTRATIONS

None required.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit and taste or smell. The employee is occasionally required to stand, walk, use hands to finger, handle or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to ­­­­25 pounds. Specific vision abilities required by this position include close, distant and color vision, depth perception, peripheral vision, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit and taste or smell. The employee is occasionally required to stand, walk, use hands to finger, handle or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to ­­­­25 pounds. Specific vision abilities required by this position include close, distant and color vision, depth perception, peripheral vision, and the ability to adjust focus.

While performing the duties of this position, the incumbent is/may be exposed to outdoor weather conditions and works near moving mechanical parts.

The noise level in the work environment is usually moderate.

This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform any other related duties as may be required by their supervisor.

* Safety sensitive position includes , but is not limited to, any job, assignment, rank, or title where any of the following apply: 

Subject to drug and alcohol testing or restrictions promulgated by the U.S. Dept. of Transportation; involves carrying, repairing, transporting or keeping of firearms or ammunition; includes performing any medical or life-saving procedures, or responsibility for procuring, storing, transporting, dispensing or administering any drugs or medical supplies or equipment; involves working with confidential information, documents or material pertaining to criminal investigations; procuring, storing, transporting or otherwise working with hazardous or flammable materials, controlled substances, food or electricity; involves operating, repairing, maintaining or driving heavy equipment, machinery, aircraft, motorized watercraft or motor vehicles, or working in close proximity thereto; a momentary lapse of attention may result in grave and immediate danger to the public, self or fellow employees; requires engaging in any other activity in which the employee is responsible for his or her own or other people's safety.

* Weather Essential position includes employees are declared to be all sworn police officers, all sworn firefighters, dispatchers, emergency road crew employees in the Street Department, and electrical personnel in the Electric Department.

*Civility and Professionalism-  The City of Siloam Springs is a team-based service organization. Maintenance of good internal morale is essential to the City’s success. An employee is required to maintain professional and ethical behavior and act with integrity in all matters. The City of Siloam is committed to providing a work environment that is free from bullying, harassment, intimidation, abusive language, gossip, employees spreading discontent or exhibiting any behavior that is disruptive to the workplace and contrary to the City’s mission.

*Regular Attendance-  Punctual and regular attendance is an essential responsibility of each employee at the City of Siloam Springs. Employees are expected to report to work as scheduled, on time and prepared to start working. Employees also are expected to remain at work for their entire work schedule. Late arrival, early departure, or other absences from scheduled hours, that are not pre-approved or are excessive are disruptive and are to be avoided.