Police Secretary - Part Time at CITY OF PAPILLION in Papillion, Nebraska

Job Description:

Police Secretary
REPORTS TO: Lieutenant
SUPERVISES: ----------
SUGGESTED HOURS: Monday - Friday, 1:00 - 5:00 PM
PURPOSE OF POSITION: Responsible for performing routine and complex administrative support functions to ensure the efficient operation of the Police Department.
ESSENTIAL FUNCTIONS:
Provides administrative support to the Command Staff and other departmental staff as needed through various activities including but not limited to, processing incoming and outgoing mail, and other material.
Updates computer directories as needed.
Establishes and maintains an appropriate file system by accurately filing departmental records, reports and various other documents.
Utilizes a variety of computer programs in the preparation of various departmental records, reports, and various other documents.
Assists in the maintenance of the departmental property/evidence function, as needed.
Assists in answering and routing telephone calls, taking messages and referring callers to the appropriate source for assistance; operates telephone and paging system to maintain communications with departmental personnel.
Greets individuals visiting the department, determine their needs, directs them to the appropriate source for assistance and/or provides information as appropriate.
Serves as cashier by maintaining cash register; receives a variety of payments from the general public; completes standardized forms regarding the receipt of payments.
Maintains departmental NIBRS reports and other related statistical data and information.
Receives citizen complaints; records information and/or refers individual to appropriate person for resolution.
Provides public records and information to citizens, the media and other agencies as requested, upon discretion and approval of the Lieutenant.
Operates standard office equipment in the performance of job duties, i.e. fax machines, copier, personal computer, calculator, postage machine, etc.
Responsible for ensuring that various office equipment is in proper working order and schedule maintenance or repair as needed.
Establishes and maintains positive public relations with the general public, other employees, other governmental agencies and municipal officials.
MARGINAL FUNCTIONS:
Provides secretarial support for other personnel as needed.
The job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned.
ESSENTIAL KNOWLEDGE, EXPERIENCE AND ABILITY:
Ability to maintain regular and dependable attendance on the job, including attendance and job performance for possibly prolonged periods of time when called out on short notice due to weather conditions, emergencies and similar situations of public necessity.
Knowledge of and ability to apply routine office procedures and standard clerical techniques.
Knowledge of and ability to apply effective record keeping and general bookkeeping principles and procedures.
Knowledge of and ability to utilize the English language, proper grammar, spelling and punctuation.
Knowledge of and ability to perform input and retrieval functions utilizing a variety of computer programs dealing with word processing and spreadsheets, such as Microsoft Word, Excel, etc.
Knowledge of and ability to utilize proper telephone etiquette.
Knowledge of and ability to perform accurate mathematical calculations such as addition, subtraction, multiplication and division, using a calculator or manually.
Ability to learn the techniques required in preparing NIBRS submissions and other departmental statistics.
Ability to post numerical data accurately.
Ability to learn and apply departmental operating procedures, policies and regulations pertaining to the duties performed.
Ability to learn the geography of the City and surrounding communities in order to determine and assess appropriate departmental services available to the public.
Ability to learn the City's administration responsibilities and utilize independent judgment in the performance of duties.
Ability to deal with the general public in a courteous and tactful manner.
Ability to maintain the confidentiality of appropriate communications, documents and transactions.
Ability to accurately prepare and maintain departmental records and documents.
Ability to plan and organize a personal work schedule, set priorities and meet deadlines.
Ability to perform job duties efficiently while managing frequent interruptions.
Ability to type accurately using a typewriter and computer.
Ability to operate standard office equipment.
Ability to understand and follow both oral and written instructions.
Ability to communicate effectively, verbally and in writing, in English.
Ability to establish and maintain effective working relationships with the public, other employees, other governmental agencies and municipal officials.
ESSENTIAL EDUCATION, CERTIFICATION AND/OR LICENSES:
1. Must possess a valid driver's license at the time of hire.
2. Graduation from high school or GED equivalent.
3. May be required to become a Nebraks Notary Public within a time frame established by the Command Staff.
4. Must be bondable.
ESSENTIAL PHYSICAL DEMANDS AND TYPICAL WORKING CONDITIONS: Work is generally performed indoors in an office setting and requires routine bending, lifting and carrying office supplies, books, files, and other materials. The incumbent is required to frequently sit for extended periods of time, talk, hear and must have the ability to transport themselves to and from various locations within the Police Department. Hand-eye coordination is necessary to operate computers and various other pieces of equipment. While performing the duties, the incumbent is required to use hands to finger, handle, feel, or operate objects, tools, or controls and to reach with hands and arms. Work hours may occasionally be required in times of darkness. Vision abilities required for this position include close vision and the ability to adjust focus. The noise level is usually quiet or moderate.
Work requires extensive interaction with the general public and may be stressful when dealing with citizens and/or meeting deadlines.