JOB TITLE: ADMINISTRATIVE ASSISTANT (PART TIME 24 HRS/WEEK)
This is a part-time specialized clerical/typing position, under the supervision of the Chief of Police. The Administrative Assistant performs highly responsible data collection and record keeping, general case management and communications assignments, and assists the Chief of Police with grants and other sensitive administrative assignments. Most work is carried out with a minimum of supervision. Performance is evaluated annually.
The Administrative Assistant works with computers, typewriters, calculators, telephones, copiers,
facsimile machines and other Town equipment. The Administrative Assistant also works with individualized computer programming. The workplace is an office environment located at the Cheverly Police Department.
ESSENTIAL FUNCTIONS OF THE JOB (examples are illustrative only)
The Administrative Assistant performs a number of essential functions:
With the Chief of Police, the Administrative Assistant develops data and information for the Department’s General Orders Manual and maintains originals of the General Orders in an electronic format. In addition, the Administrative Assistant develops associated reference forms and ensures that personnel receive and sign for all General Order correspondence.
The Administrative Assistant performs specific personnel administration and ensures the maintenance and submission of all required personnel forms and correspondence. Because of the highly confidential nature of personnel work, the Administrative Assistant is also responsible for the dissemination and storage of certain confidential records.
The Administrative Assistant coordinates and maintains the Department's grant application and follow-up notification system. In association with this duty, the Administrative Assistant ensures that all federal, state, and local grant management requirements and updates are current and that appropriate passwords and certifications meet standards and reporting. Grants include COPS, BJAG, and BARM in the federal system, and GOCCP/SAPP in the state system.
The Administrative Assistant organizes and maintains electronic payroll records, including the distribution of bi-weekly time sheets. The Administrative Assistant also organizes and maintains the vehicle donation program, including the collection of initial reporting forms and the long-term maintenance of tax records.
The Administrative Assistant organizes and maintains databases regarding the Cheverly Watch Citizen Radio Program, the collection of crime and officer work product statistics, and the annual rental license renewal and inspection calendar for the Code Enforcement Officer.
The Administrative Assistant provides specific clerical support and investigative report submission to Department detectives and investigators, including the development of a Departmental investigative reporting system to track specific suspects, M.O's, and general patterns of crime. These duties also include the victim correspondence, some intelligence collection, and the critical scheduling of important notifications.
The Administrative Assistant organizes and maintains the Department’s computerized vehicle and equipment inventory system and is responsible for the addition/deletion of items therefrom as well as the annual report of all items as required by the Town Code and accounting practices.
In the absence of the Police Records Clerk, the Administrative Assistant will handle routine citizen requests for service (forms, reports, payments, etc.), open and sort incoming departmental mail, prepare general correspondence. In addition, the Administrative Assistant will normally assist with the dispatch and answering of all calls or requests for routine services over the Town's radio system (a secondary communications source to that of Prince George's County, Combined Public Safety Communications), including MVA and general criminal/civil warrant requests. This will include access to MILES, NCIC, MVA, PG Police C.L.U.E. System, PG Sheriff, and/or all other available systems. In addition, the Administrative Assistant may provide support functions in the absence of the Photo Enforcement personnel.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
General Office Skills - The Administrative Assistant must be able to show specialized knowledge of standard office procedures and equipment, of general business arithmetic, and must be able to develop and utilize complex computer programs and functions. The Administrative Assistant must also have the clear cut skill to navigate extensive grant proposal and reporting systems that are required of numerous governmental agencies. This position calls for a high degree of social skills, a consistent business attitude, mental alertness, tact, and courtesy. Most of all, the Administrative Assistant must be trustworthy.
While performing the duties of this job, the Administrative Assistant is frequently required to sit, talk, and listen for long periods of time, and walk around the station as required. The employee must be able to lift and/or move up to 10 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.
MINIMUM EXPEREINCE AND TRAINING
This position calls for a high clerical aptitude, the ability to communicate clearly and concisely in both written and spoken English, and the ability to hear, understand, and follow complex oral instructions. This position also calls for typing of at least 35 words per minute. Computer experience in various office products is necessary.
In addition, a minimum of a high school diploma or GED equivalent is mandatory, along with a driving record displaying no more than 3 current points. A background check, including a criminal records check, polygraph, vision test, physical, and drug screening are also required.
ADDITIONAL DESIRABLE QUALIFICATIONS
Some college or business-related courses. Experience & proficiency in use of Microsoft Word, Excel Spreadsheet, Access Database, Publisher and Outlook.
REQUIRED LICENSES AND CERTIFICATES
Class "C" driver's license.
Cheverly is an Equal Opportunity Employer. The Town stands ready to make reasonable accommodations to comply with the intent and spirit of the Americans with Disabilities Act.