GENERAL PURPOSE: Provides skilled secretarial support to assigned management personnel; coordinates administrative operations for area of assignment; prepares and processes various types of correspondence, reports, and other documentation; maintains departmental records and files; conducts a variety of general accounting tasks; and performs other related duties as assigned.
PRIMARY DUTIES AND RESPONSIBILITIES:
Coordinates departmental clerical operations for area of assignment.
Provides skilled administrative support to a manager and/or other departmental personnel.
Answers, screens, and directs incoming calls; documents and distributes phone messages.
Greets and directs visitors to appropriate personnel.
Provides information and assistance to the public; responds to inquiries regarding police reports, county attorney packets and other case documents.
Updates and maintains departmental calendars.
Processes reports, documents and forms; reviews documents and data for compliance and accuracy.
Compiles and/or analyzes data; prepares, generates, and/or submits various types of reports as required by City departments and outside agencies.
Performs data entry; updates and maintains departmental records, files, filing systems, and databases; coordinates and schedules the transfer, archiving, and destruction of records as assigned.
Coordinates the ordering of departmental supplies and equipment; monitors and maintains supply inventories.
Schedules and coordinates the maintenance and repair of departmental equipment and facilities.
Collects, processes, and distributes incoming and outgoing departmental mail.
Maintains juvenile case jackets; reviewing, filing and purging records per state law.
Makes notifications to schools, JJC and other agencies on juvenile reporting.
Responds to requests from other law enforcement and government agencies.
Sends notifications to appropriate entities on registered sex offenders.
Completes case dispositions on various police reports.
Assists detectives by running CCHs/rap sheets and other needed information.
Hours: Monday through Friday, 8:00 am to 5:00 pm.
Regular and timely attendance is required.
Performs other routine and/or specialized duties relative to area of assignment as required.
MINIMUM QUALIFICATIONS:
Education and Experience:
High School Diploma or equivalent.
Two years' experience as an administrative assistant; or an equivalent combination of education and experience.
Required Licenses or Certifications:
A Texas Driver License with a good driving record is required.
Applicants with an out-of-state driver license must provide an original certified driving record from the state of driving licensure.
Must become TLETS certified.
Appointment/Commission as a Notary Public or other specialized licenses/certifications may be required depending on area of assignment.
Required Knowledge of:
Principles and practices of office administration.
Basic accounting and bookkeeping principles.
General office equipment and standard computer software applications.
Customer service standards and protocol.
Required Skill in:
Providing skilled secretarial support to management and/or other departmental personnel.
Coordinating clerical operations and activities for area of assignment.
Preparing and processing various types of correspondence and other documentation.
Updating and maintaining departmental records, filing systems, and databases.
Performing a variety of general accounting duties.
Establishing and maintaining cooperative working relationships with other staff, City departments, outside agencies, community organizations, contractors, vendors, and the general public.
Physical Demands / Work Environment:
Work is performed in a standard office environment.
Subject to sitting for extended periods of time, standing, walking, bending, reaching, and lifting of objects up to 25 pounds.
Job postings may be withdrawn at any time at direction of the City Manager.
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