Principal Clerk

PRINCIPAL CLERK - POLICE DEPARTMENT

$45,069 - $61,317

Definition

Responsible administrative, and complex financial duties, supporting the operations of the Police Department; all other related work, as required.

Supervision

Works under the general supervision of the Police Chief and Administrative Assistant, in accordance with established methods and procedures.

Works independently to perform a variety of responsible duties pertaining to an extensive body of specialized rules, regulations and procedures; issues requiring clarification are referred to a supervisor.

Work Environment

The employee operates standard office equipment including a computer.

Performance of duties requires interaction with other town departments and outside agencies; responds to inquiries in person, by telephone and by mail.

The employee has access to confidential department personnel files, and criminal investigations and records and medical records.

Errors could result in delay of service or monetary loss.

Essential

**Responsibilities**:
The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Provides administrative and secretarial support services to the Police Chief and Command Staff; receives and screens telephone calls or makes referrals, greets/screens visitors to the office, as appropriate.

Monitors inventory and orders supplies for Administrative Office, Records Department, Dispatch, and Patrol Officers.

Drafts and responds to correspondence or refers matters to the appropriate supervisor.

Maintains attendance records and related files, Federal Labor Standard Act (FLSA) records, personal action forms, personnel and medical files for uniform and administrative personnel.

Responsible for preparation of payroll, including calculations of sick leave, vacations, holidays, overtime, details, injured and line of duty, education credits, etc. Ensures security of sensitive documents. Answers questions regarding payroll.

Maintains accounts receivable; generates month-end aging reports; posts checks; makes deposits; sends out invoices to customers. Contacts vendors/customers regarding police detail payments.

Maintains and records gun permits, receives fees and sends remittance to the Commonwealth of Massachusetts. Processes Receives payments of LTC gun permit fees, hackney, details, and insurance reports, etc. Reconciles and submits remittance to the Commonwealth of Massachusetts for LTC fees.

Inputs requisitions, purchase orders and invoices to be paid; keeps track of budgets; maintains records for capital outlays and grants.

Maintains Community Room Calendar, coordinates reservation requests, advises constituents on availability and rules.

Processes interdepartmental invoices and batch reports.

Performs similar or related work as directed, required, or as situation dictates.

Recommended Minimum Qualifications

Education and Experience

High school diploma; advanced training in secretarial skills and bookkeeping; three years of payroll experience; or an equivalent combination of education and experience.

Knowledge, Ability and Skill

Knowledge of office practices and procedures and department operations. Knowledge of general accounting procedures and account maintenance. Familiarity with municipal personnel, payroll and purchasing procedures.

Ability to work independently, organize time and accomplish tasks with accuracy and attention to detail. Ability to record and maintain financial records. Ability to

communicate effectively verbally and in writing.

Ability to maintain discretion and confidentiality.

Very strong interpersonal skills and the ability to build relationships with a variety of constituencies.

Physical Requirements

Minimal physical effort is required to perform duties under typical office conditions. The employee is frequently required to sit, speak, hear, use hands to operate equipment and lift boxes of supplies weighing up to 30 pounds. Vision requirements include the ability to read

**Code **:1184-1

**Location **:COMM SAFETY ADM

**Grade **:OFFICE GRID 5

**Group **:680 UNION

**Job Class **:PRIN ACCT CLERK/BOOKKEEP 1

**Posting Start **:05/23/2024

**Posting End **:06/14/2024

**Details **:Applicant Tracking