Administrative Assistant

Job Summary

Under the general supervision of the Office Manager, the Administrative Assistant performs clerical, receptionist, bookkeeping and record keeping tasks as related to the job of administrative functions required in the department. The employee is responsible for data entry, filing, correspondence and other related clerical duties to efficiently run the police department. Performs general typing and clerical duties for departmental records keeping, operation and maintenance. Assists with requisitions, request for payments and preparing departmental budget.

Essential Job Duties & Responsibilities

The following duties are normal for this position. The omission of specific statement of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this position. Other duties may be required, assigned and expected aside from those set forth below to address operational needs and changing operational practices.

• Maintains and Assists with the daily duties within the Chief of Police Office under the supervision of the Office Manager.
• Processes payments and assists in monitoring the budget.
• Provides back up as needed to the front desk reception of the Chief of Police and Fire office including greeting visitors and answering multi line phone.
• Performs data entry on bills and budget accounts for Chief of Police office.
• Distributes incoming and outgoing interoffice correspondence.
• Assists with payroll processing.
• Assist in maintaining confidential personnel, disciplinary, legal and administrative information.
• Manage the Chief’s calendar, appointments, meetings and commitments.
• Process and track personnel documents, evaluations, transfers, and other HR-related matters
• Prepare and maintain police academy application and enrollment packets for new hires.

Qualifications

Education & Experience Guidelines
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities required for this position would be:

Education/Training
High School Diploma or GED required

Experience
2+ years front desk experience preferred

Licenses or Certifications Required
Notary Public preferred or ability to obtain; Valid Driver’s License from State of Residence.

The following generally describes the knowledge and abilities required in order to successfully perform the assigned duties of the position:

Knowledge of:

• Usage of various office equipment including copiers, faxes, multi-line phone system and computers
• General accounting principles

Ability to:

• Utilize Microsoft Office programs, namely Word and Excel
• Write clearly to complete reports, receipts, messages
• Utilize math skills to perform basic calculations
• Read to comprehend reports and instructions
• Effectively communicate verbally in person and over the phone
• Be flexible in daily routines
• Work in a constant state of alertness and in a safe manner

Physical Demands & Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the Americans with Disabilities Act, the city encourages both prospective and current employees to discuss potential accommodations needed to perform the essential duties of this position.

Environment: Indoors

Physical Demands: See accompanying page for details

Key Working Relationship: Police Chief and Police Administrative Staff, Citizens

Applications for this position will be accepted until a pool of 20 applications is received or the position is filled, whichever comes first. Current city employees wishing to apply should send Internal Job Application provided by the Human Resources Department to the HR Director by the deadline stated. (A courtesy copy will be sent to the employee’s department head.)

Applications can be found online (download an application) or picked up at the City of Phenix City Human Resources Department:1200 8th Avenue
Phenix City, AL 36867
Ph: 334 448-2706

Applications are available for pick up and drop Monday – Friday: 8 a.m. – 5 p.m. ET. You may also email your completed application with the required supporting documents.