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Police Department Administrative Assistant schedules, organizes and performs assigned correspondence and report typing, statistical and other clerical duties. Exercises specialized knowledge and independent judgement in resolution of written communications and clerical problems. Assignments are usually oriented toward composition of explanatory correspondence and assistance in preparation of narrative reports. They emphasize ability to relieve technical and administrative superior of routine office management detail. Incumbents are usually expected to develop and innovate, and to be responsible for the flow and completion of assigned work within the general guidelines, and to ask for assistance and help when needed. Maintain and updates computerized records, issues permits and licenses and prepares reports. May receive crime and citizen reports and respond to routine inquiries. Supervision usually consists of statement of desired objectives, discussion of unusual problems and general review of results achieved.
Job Duties
- Reads and routes incoming office mail, retains and responds to requests which can be resolved at a clerical level. Composes answers to inquiries from other departments or agencies involving interpretation of department procedure or State regulations. Commonly refers to manuals, RCWs or outside agencies for verification.
- Answers the phone and relays messages to the appropriate individual or provides information on the procedures and services of the assigned units.
- Makes copies and assembles reports. Codes, records and/or files a variety of records and reports.
- Orders office supplies.
- Enters, edits and adjusts information on computer terminals.
- Types drafts of narrative reports from written notes, oral instruction, machine dictation or other copy. Reviews drafts and suggests improvement in organization, terminology and general clarity as well as grammar.
- Compiles and completes recurrent technical, statistical and financial reports requiring specialized clerical knowledge as well as judgement in selection and treatment of data in manner of presentation.
- Devises and evaluates office procedures, technical filing and indexing systems and forms for his/her own use. Implements change subject to general approval of a superior.
- Schedules incoming and cyclical clerical work of office or work unit to coincide with general priorities established by supervisor. Maintains calendar of due dates and initiates repetitive work accordingly.
- Takes minutes at meetings where knowledge of technical subject matter is required. Carries out follow-up clerical procedures between meetings of group.
- Applies knowledge of specialized procedures and policies in making clerical evaluations of documents of specialized nature. Evaluates quality and quantity of information supplied and exercises discretion in choosing follow-up procedures within defined guidelines.
- Acting as a records unit employee, is responsible for the collection, dissemination and retention of all police records.
- Makes arrangements for meetings and notifies conferees. Performs other work as required.
- Employees work in an office setting which may be moderately noisy, subject to frequent work interruptions and which may require sitting for long periods of time. Employees may work under the stress of continual public and interdepartmental contact and pressure to meet strict deadlines.
Knowledge/Abilities
- Ability to deal with the public in a courteous manner at all times, including stressful situation.
- Read, understand and apply pertinent laws, codes, ordinances, and policies.
- Understand and carry out oral and written instructions.
- Establish and maintain effective working relationships with co-workers and the general public.
- Operate equipment and software proficiently such as a computer, Microsoft products, copier and fingerprint machine as required by the position.
- Carry on a number of actions simultaneously under stressful conditions and communicate effectively orally and in writing.
Benefits
PERS Retirement; Medical, Dental, Vision, and Life Insurance; Vacation, Holidays and Sick Leave. Benefits based on a 40-hour workweek.
How to apply: Print and complete City of Yelm application available at www.ci.yelm.wa.us/human-resources. Submit application along with a letter of interest and resume to: Karen Bennett, HR Specialist, 106 2nd St SE, Yelm WA 98597, or email to: karenb@yelmwa.gov
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