JOB DESCRIPTION

 

 

JOB TITLE:  Secretary – Executive (Police - Training and Crime Prevention)

 

JOB OBJECTIVE:  To provide secretarial support to the Police Department Training and Crime Prevention Division.

 

ACCOUNTABILITY:  Receives general supervision from the Police Captain (Training and Crime Prevention).

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Drafts and types Training Division correspondence, memoranda, reports, and other confidential materials; takes and transcribes dictation.

 

2.         Answers questions and provides information to callers and visitors to the training facility; maintains appointment calendars for all Training Division staff; arranges and cancels appointments and meetings.

 

3.         Operates a microcomputer, utilizing word processing, spreadsheet, and graphics software to type correspondence, prepare reports, and prepare curriculum for recruit schools, citizen police academies, and in-service training schools.

 

4.         Extracts data from confidential background investigative files and compiles and types a synopsis on each police applicant.

 

5.         Contacts school representatives, employers, and other agencies to obtain additional background information on police officer and cadet applicants.

 

6.         Sorts, opens, and distributes incoming mail; answers inquiries which do not require the supervisor's attention.

 

7.         Distributes background investigation packets to applicants, explains the background investigation process, and answers any questions.

 

8.         Operates the ACIC/NCIC computer terminal to conduct warrant, arrest, and traffic checks on police applicants and to verify the lost/stolen status of confiscated weapons received from the Property Room.

 

9.         Coordinates the bidding process for Police Department uniforms and related equipment between the Training Division and Finance; types uniform and equipment specifications.

 

10.       Prepares purchase requisitions for office supplies and equipment; maintains an office supply inventory.

 

11.       Prepares monthly, quarterly, semi-annual, and annual division narrative and statistical reports.

 

12.       Establishes and maintains complex alphabetical, numerical, and sectional filing systems.

JOB TITLE:  Secretary – Executive (Police - Training and Crime Prevention)

JOB DESCRIPTION - CONTINUED

 

 

13.       Makes travel arrangements (i.e., hotel reservations, rental car reservations, and the preparation of travel vouchers, etc.) for out-of-town instructors and Police Department personnel attending out-of-town training classes; ensures required travel documentation is forwarded to the Finance Department.

 

14.       Serves as backup to the Police Sergeant (Training and Crime Prevention) by completing payroll time sheets and processing related payroll forms and documents.

 

15.       Coordinates recruit school graduation ceremonies and other police functions, including securing room reservations and caterers.

 

16.       Ensures that paperwork required by Minimum Standards is complete and accurate prior to submission.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Serves as backup to the Office Assistant II (Training and Crime Prevention).

 

2.         Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:

 

None.