CITY OF MATHIS Hiring for Police Department Administrative Asst. V at Mathis, TX Full Time

Job purpose

To provide customer service, providing various administrative services, maintaining records and interfacing with other city employees and citizens.

Duties and responsibilities

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

Essential Duties are not intended to be an exhaustive list of all responsibilities, duties and skills. They are intended to be accurate summaries of what the job classification involves and what is required to perform it. Employees are responsible for all other duties as assigned.

• Perform a variety of secretarial, clerical and public relations duties for the staff of a City division, small department or specialized work unit.
• Provide staff support and administrative assistance to boards and committees; prepare and distribute agenda packets, correspondence and related documents for assigned City boards, committees and task forces; attend meetings, take notes and prepare minutes.
• Prepare and schedule travel arrangements for staff; assure proper accounts are charged and complete required documentation for reimbursements.
• Inspect reports, records and other data for accuracy, completeness and compliance with established standards.
• Operate office equipment and machines such as personal computers, dictating machines, calculator, copier, and FAX machine.
• Collect and tabulate data to assist the supervisor with special projects.
• Prepare routine reports.
• Maintain logs and tracking systems for incoming and outgoing correspondence, project schedules, staff assignments, and other specialized materials related to the assigned function, and follow-up with staff as necessary.
• Type and distribute letters, contracts, reports and memoranda, including materials of a confidential nature; compose letters requesting or providing information concerning routine matters independently or from oral or written instructions; take notes quickly and accurately.
• Develop and maintain extensive filing and recording keeping systems.
• Process purchase requisitions and orders as needed; maintain adequate inventories of office supplies; order office supplies and equipment according to established guidelines.
• Operate computer software to establish, edit and maintain documents and to create program brochures and graphic arts materials.
• Assist in the assembly of division or department budgets by collecting data and typing documents; maintain budget and financial records and files.
• Receive, sort, open and distribute mail for assigned function.
• Perform customer service activities: answer telephone calls; schedule appointments and meetings; explain programs, policies and procedures within the scope of authority; provide information of general or limited technical nature; take messages and refer callers to appropriate person or department.
• Coordinate records retention activities of the department.
• Train and provide work direction to other support personnel as assigned; assist and back up other administrative staff as needed.
• Administer the CALEA process to obtain accreditation for the police department:

• Perform file reviews and maintain file;
• Compile Proofs of Compliance;
• Organize public meetings.

• Prepare and submit T.C.O.L.E. forms on all new police department personnel.
• Upkeep all T.C.O.L.E forms and keep the department in compliance with the State of Texas.
• Prepare for T.C.O.L.E audits.
• Update Policy and Procedure Manual for all departments that the Chief of Police oversees.
• Establish an Emergency Management plan for all the departments that the Chief of Police overseas in the event of manmade or natural disasters should occur.
• Other duties as assigned.

Qualifications

• High school diploma or GED
• Experience:
• 1 year of experience in public relations
• 5 years’ experience as a public servant and/or involved in public service
• Familiarity with Police Administration, office procedures and officer computers
• Some college or business experience preferred
• Confidentiality required
• Ability to deal with sensitive situations
• Pass extensive background check

Job Type: Full-time

Pay: $16.00 – $18.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

Education:

• High school or equivalent (Required)

Experience:

• Administrative in public sector: 5 years (Preferred)
• police administration: 1 year (Preferred)

Work Location: One location