Job Description:

Administrative Assistant: Office of the Police Chief

Application Deadline: Friday, April 26, 2024, at 5:00 p.m.

Hours: Monday – Friday, 8:00 a.m. – 5:00 p.m.

Rate of Pay: $22.8883 - $33.1880 Hourly / $47,607.66 - $69,031.04 Annually

 

Characteristics of the Job

Under general supervision, performs advanced administrative duties; prepares and handles legal and highly confidential information including confidential information related to collective bargaining; handles incoming calls, answers questions; serves as staff support to one or more boards and commissions that meet on a monthly basis; and otherwise relieves officials of administrative and business detail. 

Examples of Duties  

• Provide on-going complex administrative support to Police Administration and all divisions in the Police Department.
• Handle highly confidential and sensitive information, including but not limited to, information related to personnel matters, collective bargaining, ongoing and active police investigations, and other information handled by Police Administration.
• Coordinate special projects, programs, services and events on an interdepartmental and/or a community-wide basis.
• Attend monthly board and/or commission meetings, assist members with projects, make presentations, answer questions and take minutes at meetings, provide regular guidance on required Board actions related to personnel and the Open Meetings Act.
• Draft city council resolutions, ordinances and agenda item descriptions and meet designated deadlines for submission of same for City Council consideration.
• Maintain and account for department office supplies. 
• Maintain and update department organizational charts and directories.
• Maintain the Police Department website, publications, brochures and other documents, to include content and design, to further the Police Department brand.
• Determine Veteran’s Affairs on-the-job training qualification and submit necessary federal documents to the VA office for initial approval and monthly payment distributions.
• Gather and compile purchasing card receipts and statements to be submitted to the Police Business Analyst for approval.
• Serve as backup to the Police Business Analyst in the handling of payroll duties for the Police Department to include bi-weekly data entry and related paperwork, in accordance with applicable labor agreements and/or City policy.
• Operate general and specialized office equipment such as computers, telephones, recording equipment, copiers, calculators and fax machine, etc.
• Organize and maintain files, correspondence and other records and reports.
• Resolve administrative matters: schedule appointments; arrange and prepare meetings; examine and summarize material for Police Administration; assist with establishing work flow and systems.
• Answer telephone and give information to callers in accordance with departmental policies or route call to appropriate official and place outgoing calls.
• Accept requests from the public for services of off-duty officers; post and monitor off-duty jobs; prepare invoicing information and submit to the Finance Department for work performed.
• Monitor approved training requests; make travel arrangements and reservations; enter completed training into electronic personnel file and file training certificates.
• Monitor personnel evaluation requirements and deadlines; prepare required documents for all personnel actions.
• Provide information to co-workers and the public: explain department and City policy and procedure; describe department and City programs; provide guidance and direction; answer questions; direct to other sources of information.
• Compose, compile and type important, detailed and complex correspondence and reports; proofread and edit correspondence; take notes and prepare minutes of meetings
• Distribute incoming mail and prepare outgoing mail.
• Develop and maintain positive relationships with the general public, persons in other departments and outside agencies and some contact with officials at higher levels of the organization and outside agencies for the purpose of explaining procedures, services and regulations of a specific division or department.
• Other duties may be assigned.

Training and Experience

Associate’s degree or equivalent from a two-year college or technical school plus two years related experience; or high school diploma or GED equivalent plus four years related experience; or equivalent combination of training and experience which provides the required knowledge, skills, and abilities.   

Knowledge, Skills and Abilities

Thorough knowledge of acceptable administrative office procedures, practices, systems and equipment; excellent knowledge of business English, arithmetic, spelling, grammar and Roberts Rules of Order; knowledge of project management practices; the laws that impact the work performed and project management practices; computers and software applications; and police administration and graphic design - Canva preferred.

Excellent skill in public and employee relations and in maintaining effective working relationships with other employees, officials, agencies, vendors and the public; organizing, completing and reporting on projects; multitasking and composing clear, concise and informative correspondence; proofreading and performing data entry with a high degree of accuracy; advanced skill in using Records Management Systems, Microsoft Outlook, Word, Excel, and PowerPoint software; skill in operating report generator software – COGNOS preferred.

Ability to maintain absolute confidentiality of the materials and situations encountered on the job; define problems, collect data, establish facts and draw valid conclusions; respond effectively to inquiries and complaints; solve complex problems involving several variables within a familiar context; calculate fractions, decimals and percentages; understand and carry out established policies and procedures; interpret a variety of instructions in written, oral, picture or schedule form.  Ability to read, write and speak Spanish desirable.

Certificates, Licenses, Registrations

• Valid Illinois driver’s license or equivalent.
• Illinois LEADS Less Than Full Access Certification within (3) months of hire.

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 frequently required to sit and talk or hear and occasionally required to stand, walk and lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision and ability to adjust focus.  The noise level in the work environment is usually quiet, but will occasionally include the sound of gunfire from the gun range. Must be able to perform physical activities at a light demand level.

Residency Requirement

Non-union employees shall live within a 20-mile radius from the City's Emergency Center, located at 1630 8th Avenue in Moline, within 1 year of hire.

EQUAL OPPORTUNITY EMPLOYER

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