Administrative Assistant

4 weeks ago

Elkhart, United States The City of Elkhart Full time

**CITY OF ELKHART - JOB DESCRIPTION**

**DEPARTMENT**
- Police

**POSITION**
- Administrative Assistant

**DIVISION**
- Administration

**STATUS**
- Full-time

**CATEGORY**
- Salaried, Appointed

**FLSA**
- Exempt

**REPORTS TO**
- Chief of Police

**DATE**
- 2024

**JOB SUMMARY**
- The Administrative Assistant is accountable to the Chief of Police and the Assistant Chief of Police. The Administrative Assistant is responsible for the coordination of administrative operations.
- Knowledge of general office procedures such as: typing, transcription, file management, and correspondence is a must. The position requires complete confidentiality and may be modified to add other duties as assigned and required by the Chief of Police or designee.

**PRINCIPAL DUTIES AND RESPONSIBILITIES**
- Professional support services to the Chief of Police and the Assistant Chief of Police, maintaining confidentiality in all confidential matters.
- Serve as a liaison between the Chief and Assistant Chief of Police with the public.
- Provide letters and correspondence of the Chief of Police.
- Prepare Police Merit Commission and Board of Safety Meeting binders
- Maintain all department personnel and medical files.
- Scheduling of departmental and civic/community meetings.
- Preparation of proper paperwork and claims for all Injuries while on Duty.
- Records attendance for all administrative staff including time taken off for personal days, comp time, overtime, sick time and vacation.

**OTHER DUTIES AND RESPONSIBILITIES**
- Support services to other department divisions as assigned by the Chief of Police.
- Answer telephone calls for Administration
- Prepare outgoing mail and distributing incoming mail
- Preparation of paperwork for all Injuries On Duty, corresponding with Human Resources
- Coordinates department monthly random drug tests
- Prepares department anniversary cards
- Miscellaneous filing
- Other duties as directed by Chief of Police and the Assistant Chief of Police

**EDUCATION AND EXPERIENCE**
- High school diploma and additional business college or university level study in administration required. Equivalent work experience may be considered.
- Five years prior executive or supervisory level work experience.

**KNOWLEDGE, SKILLS, AND ABILITIES**
- Exceptional oral and written communication skills.
- Exceptional office skills - with emphasis on telephone etiquette and the ability to effectively deal with the general public.
- Typing speed of 75 wpm; computer skills and ability to operate various software packages (Microsoft Word, Excel, and EPD data entry system).
- Confidential information management.
- Ability to exercise independent judgment on matters involving the general public both in person and via the telephone with respect to their interaction with the law enforcement agency.
- Ability to effectively supervise and manage.
- Effective use of public relations skills as needed or assigned.
- Ability to work independently and efficiently with little or no supervision.

**PHYSICAL, MENTAL, AND VISUAL SKILLS**
- Logical problem solving.
- Effective interpretations, issuance and demonstration of work instructions.
- Clarity of vision with or without correction.

**WORKING CONDITIONS**
- Work is performed in a 40 plus hours per week standard office environment.

**DRUG TEST REQUIRED**
- The City of Elkhart is a Drug Free Workplace. Therefore, a post offer, pre-employment drug screen is required. Random drug testing may be conducted after employment.

**POLICY STATEMENT**
- The incumbent is required to possess the knowledge, skills, and abilities, and the physical, mental, and visual skills described in this job description to perform the principal duties, responsibilities and essential job functions.
- This job description is intended to describe the general nature and level of work being performed by the incumbent. Principal duties and responsibilities are intended to describe those functions that are essential to the performance of this job and “other” duties and responsibilities include those that are considered incidental or secondary to the overall purpose of this job.

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