CITY OF LITTLE ROCK, ARKANSAS

JOB DESCRIPTION

 

 

JOB TITLE:	Secretary - Executive	POSITION NUMBER(S):	1735
DEPARTMENT:	Police	GRADE:	707
DIVISION:	Detective	FLSA STATUS:	5
SECTION/UNIT:		UNION ELIGIBLE:	Y
REPORTS TO:	Police Captain (Detective Division)	EEO CATEGORY:	Administrative Support
		EPAS JOB FAMILY:	9

 

 

This job description should not be interpreted as all-inclusive.  It is intended to identify the essential functions and minimum qualifications of this job.  The incumbent(s) may be required to perform job-related responsibilities and tasks other than those stated in this job description.  Nothing in this job description restricts management’s right to assign or reassign job-related responsibilities and tasks to this job at any time.  Certain functions are understood to be essential; these include, but are not limited to, attendance, getting along with others, working a full shift, and dealing with and working under stress.  Any essential function of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans With Disabilities Act (ADA).  Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.

 

JOB OBJECTIVE:  Provides clerical support for the Police Department, Detective Division.

 

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Receives incident reports from Detective Division personnel on a daily basis; formats and types information into a daily summary and forwards to departmental commanders and the Public Information Officer; rewrites daily summaries into a format which can be utilized by the Neighborhood Watch groups.

 

2.         Answers questions and provides information to callers and visitors to the Detective Division; maintains appointment calendar for the Detective Division Captain; arranges and cancels appointments and meetings.

 

3.         Composes letters, memoranda, and reports; types letters, memoranda, and reports from rough draft and dictation correspondence, narrative and statistical reports, and special projects for Division personnel; utilizing a microcomputer with database, spreadsheet, and word processing software; takes and transcribes dictation from notes or tape.

 

4.         Maintains hard copy and computerized files and records related to Division activities, maintains personnel files on all employees assigned to the Detective Division.

 

5.         Prepares monthly, quarterly, semi-annual, and annual reports for the Detective Division; types and maintains the quarterly clothing allowance report.

 

6.         Processes Freedom of Information (FOI) requests by gathering requested information and ensuring response is timely and accurate and that privacy issues are protected.

 

7.         Serves as Division liaison for all equipment repair requests; contacts appropriate companies to schedule maintenance and repairs.

 

8.         Maintains and inventory of office supplies; prepares purchase requisitions for Division supplies and services; reviews invoices and delivery tickets to ensure all ordered materials are received.

 

9.         Receives, sorts, and distributes mail to appropriate Division personnel.

 

10.       Serves as back-up to the Detective Division Lieutenant by completing payroll time sheets and processing payroll related forms and documents.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:  Transcriptionists.

 

PHYSICAL REQUIREMENTS:

 

The physical activities marked below are representative of those that will be required on a regular basis  to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

	YES	NO
work involves lifting, pushing, pulling or carrying 40 pounds or more		ü
work involves the operation of earth-moving equipment or commercial motor vehicles		ü
work involves the operation of non-commercial motor vehicles		ü
work involves the operation of tools such as axes, shovels, sling blades		ü
work involves the operation of motorized equipment such as chain saws, power saws, jackhammers, lawn mowers, tractors		ü
work involves stooping, bending, twisting, or reaching out in unusual positions		ü
work involves climbing or running		ü
works above ground or floor level, such as on stools or ladders		ü
works in a relatively high average degree of temperature over a long period of time		ü
work involves considerable physical exertion of the whole body over a long period of time		ü
work requires near vision (20 inches or less)	ü
work requires distance vision (20 feet or more)		ü
work involves detection of color differences		ü
work involves determination of the correct location of a sound, such as footsteps		ü
work involves hearing and understanding conversation or sounds	ü

 

 

Updated:    June 2002

analyst        PW