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Online Services | Privacy | Accessibility | Security | |
JOB DESCRIPTION
JOB TITLE: Secretary (Police - Records
and Support - Special Services Bureau)
MAINTENANCE
REVIEW DATE: October 1997
ORG/POS #: 5600/2853
JOB
OBJECTIVE: To provide clerical support for the Special
Support Services Bureau of the Police Department.
ACCOUNTABILITY: Receives general supervision from the Police Captain
(Records and Support).
ESSENTIAL
JOB FUNCTIONS:
1. Maintains
Divisional files for the Special Services Bureau Captain, Administrative
Services Captain, Special Services Bureau Lieutenant, and Special Services
Bureau Assistant Chief of Police.
2. Answers
phones and screens callers for the Special Services Bureau Captain,
Administrative Services Captain, Special Services Bureau Lieutenant, and
Special Services Bureau Assistant Chief; routes calls to appropriate
individuals or sections; handles complaints or problems from citizens as
needed.
3. Drafts
and types Departmental correspondence, memoranda, reports, disciplinary action
notices, and confidential material for Divisional personnel.
4. Answers
questions and provides information for the Special Services Bureau; ensures
visitors are escorted through the security system and directed to appropriate
personnel.
5. Maintains
hard copy and computer confidential Departmental files and records.
6. Maintains
appointment calendars for the Special Services Bureau Assistant Chief of
Police, Special Services Police Captain, and Special Services Police
Lieutenant.
7. Operates
a microcomputer utilizing word processing and spreadsheet software to prepare
monthly, quarterly, semi-annual, annual reports, and special projects for
Bureau personnel; prepares monthly personnel rotation schedules and payroll
worksheets and forms for the Special Services Bureau.
8. Receives
and distributes incoming mail to appropriate Divisional personnel.
9. Maintains
personnel information list for the Division and ensures monthly receipt and
distribution of scope plans from Divisions within the Department.
10. Maintains
office supply inventory for Department and orders supplies.
JOB TITLE: Secretary (Police - Records and Support - Special Services
Bureau)
JOB DESCRIPTION - CONTINUED
11. Transcribes
taped statement from administrative hearings for Special Services and other
personnel.
12. Conducts
background checks on civilian applicants for the Special Services Bureau.
13. Coordinates
services with Southwestern Bell including implementation, training, and
installation of Police Department phone system.
14. Serves
as backup to the Police Lieutenant (Special Services) by completing payroll
time sheets and processing related payroll forms and documents.
SECONDARY DUTIES AND
RESPONSIBILITIES:
1. Assists
Records Supervisor in creating forms for compilation of monthly, quarterly,
semi-annual, and annual reports; creates activity reports for all Records
Section personnel.
2. Types
quarterly drug destruction lists for Property Supervisor.
3. Utilizes
word processing and spreadsheet software to compile gun destruction list and
property auction list as need for Property Supervisor; creates forms for the
Work Release Coordinator to track tools and other items used by the trusties.
4. Maintains
a running account for Black and White Cab Company, obtaining and distributing
incident reports as requested.
5. Compiles
and maintains sworn personnel assignment and pager lists for the Department;
reviews cellular phone and beeper invoices for accuracy.
6. Serves
as backup to Special Services Bureau Police Lieutenant in maintaining vendor
machines in the main police building; serves as contact person for any problems
concerning vending machines; reimburses money and contacts vending companies
for service requests.
7. Assists
Special Services Bureau Police Captain in reviewing applications for handgun
permits; sends letters to appropriate personnel when criminal history is found
on police record checks.
8. Performs other related duties as required.
SUPERVISORY RESPONSIBILITIES:
None.
JOB TITLE: Secretary ( Police - Records and Support - Special Services
Bureau)
JOB DESCRIPTION - CONTINUED
The physical
demands marked below are representative of those that will be required to
successfully perform the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
|
Physical Requirements |
Yes |
No |
|
Lifting (lbs.) |
10 |
|
|
Carrying (lbs.) |
10 |
|
|
Stooping, Bending |
|
ü |
|
Kneeling, Squatting |
|
ü |
|
Walking |
ü |
|
|
Standing |
ü |
|
|
Sitting |
ü |
|
|
Climbing, Balancing (e.g.,
climbing and working from ladder) |
|
ü |
|
Use of Hands to Finger,
Handle, or Feel |
ü |
|
|
Physical Coordination
(sequential or simultaneous use of hands, arms, feet, and legs) |
|
ü |
|
Eye-Hand Coordination |
ü |
|
|
Close Vision (clear vision
at 20" or less) |
ü |
|
|
Distance Vision (clear
vision at 20' or more) |
|
ü |
|
Color Vision (ability to
identify and distinguish colors) |
|
ü |
|
Depth Perception (ability
to judge distance spatial relationships) |
|
ü |
|
Hearing |
ü |
|
The environmental conditions
marked below are common to this job:
|
Work Environment |
Yes |
No |
|
Outdoor Weather Conditions |
|
ü |
|
Wet, Humid Conditions
(non-weather) |
|
ü |
|
Work Near Moving
Mechanical Parts |
|
ü |
|
Work in High, Precarious
Places |
|
ü |
|
Fumes or Dust |
|
ü |
|
Toxic or Caustic Chemicals |
|
ü |
|
Extreme Heat (non-weather
over 90º F.) |
|
ü |
|
Low Noise (e.g., business
office) |
ü |
|
|
Moderate Noise (e.g.,
light motorized equipment such as lawn mowers) |
|
ü |
|
Loud Noise (e.g.,
jackhammer, heavy motorized equipment) |
|
ü |