JOB DESCRIPTION

 

 

JOB TITLE:     Secretary - Executive (Police Department Special Investigations Division)

 

MAINTENANCE REVIEW DATE:  August 1996

 

ORG/POS #:  5100/1274

 

JOB OBJECTIVE:  To provide clerical support to the Police Department, Special Investigations Division. 

 

ACCOUNTABILITY:  Receives general supervision from the Police Captain (Special Investigations Division). 

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Drafts and types correspondence, narrative and statistical reports, and special materials for the Division, and prepares monthly, quarterly, semi-annual, annual and other special reports for the Police Captain by operating a microcomputer utilizing word processing and spreadsheet software; transcribes dictation from notes or tape as required.

 

2.         Maintains appointment calendars for Division staff; arranges and cancels appointments and meetings.

 

3.         Establishes and maintains hard copy (alphabetical, numerical, and sectional) and computer files and records for the Division; ensures security of files and records in accordance with Accreditation standards.

 

4.         Directs the work activities of Division Secretaries.

 

5.         Processes Freedom of Information (FOI) requests, as assigned, by gathering requested information and ensuring response is timely, accurate and protects privacy issues.

 

6.         Performs daily file maintenance on the Division’s computer system by backing up files; instructs other Division personnel on the use of new programs.

 

7.         Receives and relays telephone calls to the appropriate personnel; receives complaints and requests; answers questions, handles complaints and/or directs to the appropriate personnel as required.

 

8.         Conducts background checks in Division’s computer system on Department applicants.

 

9.         Prepares Travel Expense Forms for Division personnel attending out-of-town training classes; ensures required travel documentation is forwarded to the Finance Department.

 

JOB TITLE:  Secretary - Executive (Police Department Special Investigations Division)

JOB DESCRIPTION CONTINUED

 

 

10.       Maintains a subpoena book for all Division personnel.

 

11.       Maintains a list of all vehicles assigned to the Division; prepares a list of the vehicles scheduled for maintenance.

 

12.       Serves as backup to the Police Lieutenant (Special Investigations) by completing payroll time sheets and processing related payroll forms and documents.

 

13.       Maintains a list of personnel information for the Division.

 

14.       Provides information to Departmental personnel and the public concerning Departmental operations, policies, and procedures.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Conducts file searches and compiles data, as assigned, for the preparation of special reports and responses to City Board of Directors Action Request Forms and other reports.

 

2.         Sorts, opens, and distributes incoming mail to the appropriate personnel.

 

3.         Operates the ACIC/NCIC computer terminal to conduct warrant, arrest, and traffic checks as required.

 

4.         Maintains office supplies inventory; prepares purchase requisitions for supplies, services, and equipment required by the Division; places orders.

 

5.         Prepares Reimbursement Requests for the Division’s “buy money” funds.

 

6.         Prepares quarterly and semi-annual clothing allowance roster for Department personnel.

 

7.         Monitors the Special Investigations Division channel on the police radio; provides officers with information as required.

 

8.         Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:

 

Provides general supervision to Special Investigation Division Secretaries.

JOB TITLE: Secretary - Executive (Police Department Special Investigations Division)

JOB DESCRIPTION CONTINUED

 

 

PHYSICAL REQUIREMENTS:  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.

 

                                                                            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

 

WORK ENVIRONMENT:

 

The environmental conditions marked below are common to this job:

 

                                                                            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