Administrative Assistant II Police

2 weeks ago

Florence, Alabama, United States City of Florence, AL Full time
Salary : $47,518.70 Annually
Location : Police Department 702 South Seminary Street Florence
Job Type: Full Time
Job Number: 03112025
Department: Police
Opening Date: 03/11/2025
Closing Date: 3/18/2025 11:59 PM Central

Job Summary

This is a highly complex administrative, stenographic, and secretarial position, which involves assisting the Police Chief and other police department supervisors/employees. It also involves all aspects of grant administration. Responsibilities and duties include supervision of other clerical workers within the police department as well as assisting the Police Chief and other police department personnel by performing complex stenographic, secretarial and grant administrative work. Work involves handling routine administrative matters that are usually well-defined, but in specific instances require judgment and expertise that are not outlined, which are necessary for the proper operation of the police department. Work requires the exercise of considerable initiative, independent judgment, and discretion in screening calls, visitors, and mail; answering and disposing of requests for information; grant preparation and administration; and in public relations activities.
Essential Duties and Responsibilities and Supervision Required

Secretary to Police Chief:
  1. Maintains appointment schedule for the Police Chief.
  2. Answers the telephone, takes and relays messages to the Chief.
  3. Answers questions, dispenses information, takes complaints, and/or handles problems that do not require the attention of the Chief.
  4. Keeps the Police Chief informed of potential problems or information that could have an impact on the operation of the police department.
  5. Personally delivers and/or picks up documents/packages of a confidential nature to the City Attorney's Office, Mayor's Office, Human Resources Office and other locations as needed.
  6. Initiates and prepares detailed correspondence, including letters, memorandums, legal documents and other correspondence, using extreme care to insure correct grammar and punctuation are used.
  7. Performs fax and E-mail transmission; obtains information from the internet and transmits to E-mail or hard copy format; operates scanning equipment, binding equipment and duplicating equipment.
  8. Screens incoming mail and interoffice correspondence; responds to routine inquiries.
  9. Takes dictation and transcribes letters, reports, statements, and memoranda.
  10. Coordinates meetings and scheduling of same for Police Chief, as well as arranging facilities, equipment, and providing notifications.
  11. As required, prepares agendas and takes notes during meetings.
  12. Prepares travel vouchers for the Police Chief, handling accounting and monies in connection with same.
  13. Research activities and information to accurately prepare reports and other documents as needed on a regular basis.
  14. Assists the Chief in day-to-day administrative matters.
Administrative Assistant for Police department:
  1. Responsible for the operation of the police department administrative office.
  2. Maintains professional relationships with other City Employees and the general public and uses tact and discretion when dealing with confidential issues.
  3. Performs Secretarial/Clerical/Stenographic duties involving routine office practices in the Chief's office.
  4. Handles numerous problems, questions, or requests that are received daily in the police department that are often of an unusual nature. Makes decisions in the Police Chief's absence and/or directs these to the proper individual.
  5. Composes letters, memos, media releases, flyers, brochures, certificates and other documents.
  6. Designs programs and flyers for special events.
  7. Prepares and submits Federal reports and agreements regarding seizures/ forfeitures for the police department and other agencies as required.
  8. Assists in gathering information and preparing budget requests.
  9. Coordinates and plans a variety of special events sponsored by the police department, including Law Enforcement Week activities, awards presentations, luncheons, receptions, and conferences.
  10. Schedules events, meetings, etc., and maintains calendar for use of police department facilities including roll call and the conference room.
  11. Assists in activities related to promotions within the police department, such as scheduling and planning of Promotional Assessment Center, preparing files, notifications, coordinating meals, setting up and clearing up of facilities, etc.
  12. Coordinates activities of police department with other City departments.
  13. Schedules and facilitates orientation of new employees, to include preparation of paperwork, scheduling payroll sign-up, and other tasks as needed.
  14. Prepares documents pertaining to the daily operations of the police department, including legal documents such as Resolutions.
  15. Prepares and submits Resolutions to the City Attorney and prepares memos/letters to the Mayor/City Council regarding detailed information on Resolutions and Contracts.
  16. Orders law publications for officers and promotional publications as needed.
  17. Maintains database of retirees, chaplains, volunteers, committee members and their contact information for departmental purposes.
  18. Maintains the departmental phone list and updates as necessary. Provides updated information to the Mayor's Office upon request.
  19. E-mail notifications and reminders as needed to all department personnel.
  20. Prepare and submit business card orders for all department personnel as needed.
  21. Answers questions and assists police department employees with information, research, calculations, etc., as needed.
  22. Serves as Notary Public for the Police Chief and other employees as needed.
Clerical Duties:
  1. Maintains filing system for all departmental correspondence and documents.
  2. Maintains personnel files/medical files for all employees; insures security of same.
  3. Maintains various records/databases, to include departmental reports, general law enforcement regulations, travel expenses, salaries, personnel information lists, law enforcement agencies lists, address lists, etc.
  4. Prepares letters concerning criminal background checks for individuals in connection with adoptions, international travel, missionary work, etc.
  5. Assists in maintaining and updating job descriptions and job specifications, as needed.
  6. Prepares training, commendation, and appreciation certificates, as needed.
  7. Responsible for preparing travel vouchers for departmental employees, handling accounting and monies for same.
  8. Maintains spreadsheet of training funds expended.
  9. Responsible for ordering badges, plaques, medals, weapons, and other operating supplies.
  10. Responsible for maintaining departmental paperwork on Workman's Compensation cases, Incident Claim Forms, and Damage to City Property Reports, and submission of same to appropriate City department.
  11. Prepares invoices for time worked by PSO's at City Hall, and for other services as required, and submits to the appropriate City department or agency.
  12. Responsible for keeping up with salary increases for all departmental employees and preparation of paperwork concerning same.
  13. Responsible for preparation of Personnel Action Request Forms for a variety of personnel issues, and submission of same to appropriate City department.
  14. Prepares miscellaneous documents for departmental personnel, as requested.
  15. Maintains adequate supply of office materials, forms, and supplies.
  16. Responsible for disseminating various information materials to employees, and obtaining receipts for same.
  17. Responsible for disseminating paperwork on disciplinary actions which occur within the police department, while maintaining the utmost confidentiality and discretion.
  18. Updates and maintains personnel information in Spillman computer network (in-house law enforcement software).
  19. Responsible for updating and maintaining Shift Differential information, and make notifications of same to appropriate City departments.
Personnel Management Duties:
  1. Supervises full-time and part-time clerical staff and provides leadership and advisement to office and other personnel.
  2. Maintains adequate office staffing by monitoring employee absences and leave requests.
  3. Coordinates work schedules of subordinates.
  4. Evaluates job performance of subordinates.
  5. Resolves conflict or grievances concerning clerical employees, and recommends disciplinary action, if necessary.
  6. Recommends and coordinates training for subordinates.
Grant Administration Duties:
  1. Performs administrative and technical duties in connection with federal, State and private foundation grants on behalf of the Police department, including traffic grants, Justice Assistance Grants and others.
  2. Administers multiple grants simultaneously. Must interface with outside auditors, monitors and program managers (both federal and state) on each grant at least annually. Work product must be complete and accurate in order to maintain grants. This person has been the primary contact at police department with whom grantors and auditors would interface.
  3. Responsible for development and monitoring of grant programs and responding to auditors, program monitors, and governmental representatives.
  4. Requests electronic draw-downs of federal funds to be electronically deposited in City accounts as needed, and notifies City Accountant of actions.
  5. Collects, examines, and analyzes data to determine police department needs/eligibility for various grants.
  6. Prepares applications and supporting documentation for submission to diverse funding sources and submits applications.
  7. Reviews special conditions and other information for verification of compliance with all federal and state guidelines as they pertain to specific grant awards.
  8. Acts as technical liaison between the department and various local, federal, state, and private funding agencies in the coordination of program objectives.
  9. Reviews state and federal legislation, printed material, and internet sources for potential new programs and funding. Reviews requirements and investigates potential grant programs for the police department.
  10. Develops program budgets for potential and existing grants.
  11. Compiles and submits all reports mandated by each grant; reviews project reports to determine compliance with all federal, state, and local requirements. Submits requests for reimbursement.
Attends training conferences, workshops and meetings related to planning and reporting activities; assists in coordinating regional meetings when required.
  1. Processes purchase orders, requests, invoices, and materials received, in connection with equipment purchased for specific grants as needed.
  2. Monitors grant funding and expenditures to ensure compliance with grant guidelines.
Miscellaneous Duties:
  1. Assists other clerical staff with duties in their absence or as needed, to include transcribing statements and preparing or assisting with payroll.
  2. Other duties as assigned or required.
Minimum Qualifications, Experience, Training, & License
  1. A college degree in Business Administration or Administrative Office Services, or the equivalent thereof.
  2. Previous experience of six (6) to ten (10) years in a secretarial/clerical/office setting, preferably in a municipal or other government entity.
  3. Experience or working knowledge of computers and business application software, to include word processing, spreadsheets, database management, and desk-top publishing.
  4. Experience and knowledge of preparation of grant applications, understanding and following guidelines, and program/budget development.
Required Knowledge Skills Abilities
  1. Skilled in the use of office machinery and equipment (such as computers, copiers, etc.)
  2. Knowledge of administrative support processes and office management practices and procedures.
  3. Ability to adapt to change in non-routine performance of duties as they occur.
  4. Knowledge of business communications, business English, and general accounting.
  5. Knowledge of respective Microsoft applications necessary for scheduling, correspondence, accounting, assimilating data, compiling summary reports, and messaging.
  6. Ability to develop and maintain duplicate digital and hard copy filing systems containing administrative, fiscal, and general records and reports.
  7. Ability to represent the Florence Police Department effectively through internal and external communications, both orally and in writing, by using proper grammar, spelling, capitalization, punctuation, and commonly used police terminology.
  8. Knowledge of and the ability to analyze, interpret and apply policies, procedures, regulations, and guidelines of the Florence Police Department and the City of Florence.
  9. Ability to establish and maintain effective working relationships with a variety of individuals at different organizational levels.
  10. Ability to work in and lead an office environment with multiple responsibilities, deadlines, and commitments in order to manage the flow of office work.
  11. Ability to coordinate and plan meetings, appointments, schedule calendar events, and make travel accommodations in support of management.
  12. Ability to plan, organize and implement projects and programs.
  13. Ability to make moderately complex decisions in accordance with established policies and procedures.
  14. Ability to supervise subordinates, organize and coordinate work, and oversee office management with limited supervision in order to accomplish departmental goals and objectives.
  15. Ability to remain calm in stressful situations and the ability to handle delicate situations in a discreet and confidential manner, including the ability to deal with public relations problems courteously and tactfully.
  16. Ability to operate video/audio equipment.
  17. Ability to learn general personnel practices and procedures.
  18. Ability to learn general policies and procedures governing the operation of the Police Department and thorough knowledge of the Chief's office.
  19. Knowledge of the organizational structure of the Florence Police Department.
  20. Ability to work beyond the normal work hours and days as needed.
  21. Ability to take shorthand accurately.
  22. Ability to learn, understand and meet stringent guidelines/conditions relating to federal, state and private grantor organizations.
  23. Ability and willingness to accept responsibility for work product and ensure compliance with rules, regulations and guidelines as applicable to daily activities.
Physical Demands:
  1. This work requires the ability to work with continuous interruptions from visitors, telephones, and other departmental personnel.
  2. Requires the ability to exercise extremely close visual and mental concentration for prolonged periods of time (preparation of reports, computer entry, developing programs, reviewing guidelines and conditions for assorted funding opportunities, etc.)
  3. Ability to handle above average mental and emotional stress, due to handling administrative position within the Police department.
  4. Some standing, walking, bending, and lifting is required.
  5. May be exposed to the occasional irate victim, suspect, and/or offender who have occasion to be within the police building.
Equipment/Tools Used: Computer, copier, various software programs, telephone, filing systems, facsimile machine, document imaging equipment (scanner), Lektriever, postage meter, calculator, and general office equipment.Applications may be used for ninety (90) days for similar positions.The City of Florence, Alabama is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.
01

Do you possess a college degree in Business Administration or Administrative Office Services, or the equivalent thereof? If so, please provide details of your education and where you obtained it in the text box provided.
02

Do you have a minimum of six years experience in a secretarial/clerical/office setting? If so, please list the details of your experience and where you obtained it in the text box provided.
03

Do you have experience or working knowledge of computers and business application software, including knowledge of Word, Excel, Access, PowerPoint, Publisher, Print Shop, and Microsoft Outlook? If so, please list the details of your experience and where you obtained it in the text box provided.
04

Do you have prior experience preparing grant applications, including how you ensure compliance with guidelines and requirements? If so, please list the details of your experience and where you obtained it in the text box provided.
05

Do you have experience with program/budget development? If so, please list details of your experience and where you obtained it in the text box provided.
06

Do you have any family currently working for the City of Florence? If yes, please list each by name, their department, and the position they hold.
07

Are you currently an employee of the City of Florence, Alabama? If yes, in your current role, what department are you working in and what is your job title?
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