Administrative Assistant III (Police)

Administrative Support Specialist

Hiring range is negotiable between $44,620 and $57,997 depending on a candidate's qualifications and experience.

Performs a variety of responsible administrative and program support duties requiring a comprehensive understanding of the departmental mission, rules, regulations, procedures and services. An employee in this class performs a variety of advanced administrative and technical support duties. Work generally requires that the employee independently perform a variety of administrative duties that support a department or major operational unit of the City organization. Employee plans and carries successive steps to fulfill job duties and responsibilities and handles problems and deviations in the work assignment in accordance with instructions, policies, previous training or accepted practices in the job.

Essential Functions

The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Provides customer service requiring considerable knowledge of the department's services, regulations and procedures; answers a variety of questions from other employees, public officials and the general public; secures information via telephone or personal contact; selects appropriate materials to answer questions; explains rationale of answer and often handles the inquiries independently; takes and handles routine complaints or concerns, refers complex issues to others to resolve.
• Interprets complex rules, regulations, and information on the program and organization's operating standards; explains legal aspects of the office functions and its impact on citizens and the community.
• Collects and reviews data; may conduct research; compiles records and reports; creates tables, spreadsheets or data bases to generate report information; maintains program files.
• Performs accounting, and budget monitoring functions for the department including monthly reports and reconciliations; purchases operating supplies and materials; compiles information for the department budget and assists with developing a draft budget for the department head's review; may provide recommendations on equipment and technology upgrades; may collect fees and provide receipts.
• Processes payroll for the department; verifies timesheets and leave records are accurate and maintains the department's personnel records and files; prepares and / or types confidential personnel reports, evaluations and disciplinary actions.
• Serves as secretary to one or more boards by developing agenda, preparing agenda items, making meeting arrangements and taking and transcribing minutes.
• Handles one or more specific program functions that are technical in nature and which require a specialized knowledge or skill.
• Prepares a variety of scheduled and special reports for senior management and various government agencies.
• Drafts and composes correspondence and technical reports; reviews and verifies records and reports for correct information; identifies potential inconsistencies and resolves discrepancies.
• Provides leadership to other office staff; coordinates work assignments, trains new support personnel and may supervise.
• Handles confidential or sensitive technical information in an appropriate manner.
• Substitutes for other departmental staff whose duties require different skill sets than those normally performed.
• Performs other related duties as assigned.
• Assigns traffic stop numbers and manages the issuance of shoe slips for the department.
• Serves as the NeoGov Administrator for the department.
• Posts Keep Checks to SPEDE
• Processes False Alarm letters and follows up on false alarm assessments when they occur.
• Processes Ride-Along applications.
• Processes Trespass Agreements, which includes filling out form, notarizing, obtaining Major's approval, and posting to SPEDE and to spreadsheet
• Manages Scrubbles car wash card : keeping a monthly log of card usage and forwarding receipts and reports to Finance on a monthly basis.
• Notarizes various documents for sworn personnel as needed
• Updates the Patrol roster and spreadsheets with new employees or separated employees as they occur.
• Assists the Support Services Major, as requested, with coordinating events in support of department's Assessment / Promotional Processes.
• Assists Executive Assistant with retirement receptions and other special events as they occur, emailing various invitations, meeting representatives of community groups who want to donate items to the PD, and assisting with other tasks as needed.
• Serves as back-up for the Chief's assistant during her / his absence, which includes payroll; workers' compensation reports, purchase orders, etc.

Knowledge, Skills, and Abilities

Minimum Education and Experience Requirements

Special Certifications and Licenses

Physical Demands

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Unavoidable Hazards (Work Environment)

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

Americans with Disabilities Act Compliance

The City of Goldsboro is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodation to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

Standard Clauses

May be required to work nights, weekends, holidays and emergencies (man-made or natural) to meet the business needs of the City.

This job description is not designed to cover or contain a comprehensive listing of essential functions and responsibilities that are required of an employee for this job. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Essential Safety Functions

It is the responsibility of each employee to comply with established policies, procedures, and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

Every manager / supervisor is responsible for enforcing all safety rules and regulations. In addition, they are responsible for ensuring that a safe work environment is maintained, safe work practices are followed, and employees are properly trained.