Administrative Aide I - Police (20534351)

IDEAL CANDIDATE:

The ideal candidate will bring all the knowledge, skills, abilities, and minimum qualifications listed in this bulletin and will: 

• Possess effective communication skills, both written and verbal.
• Be bright, energetic, and exude a positive attitude.
• Exercise discretion and a high level of confidentiality
• Have a positive approach to challenges.
• Work equally well with public, vendors, contractors, City officials, and City staff.
• Excel as a contributing member in a pressurized and challenging team environment.
• Be proficient at MS Office programs and adept at learning new systems

EXAMPLES OF DUTIES:

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job:

• Performs a wide variety of complex and difficult clerical duties to support departmental operations, including filing, preparing records and monthly reports, processing permit and registration applications, accounts payable and receivable, facility rental coordination, cashiering duties, creating and routing project files, updating department websites, and preparing and processing invoices.
• Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Screens calls, visitors, and incoming mail; assists the public at front counter and directs public to appropriate locations and/or staff; responds to complaints and requests for information; assists in interpreting and applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from public; directs callers to appropriate City staff as necessary.
• Develops, composes, types, formats, and proofreads a wide variety of routine and complex reports, letters, documents, flyers, brochures, calendars, and memoranda; types from rough drafts, verbal instructions, or transcribing machine recordings; checks drafts for punctuation, spelling, and grammar; suggests corrections.
• Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.
• Performs cashiering duties; receives money and issues receipts; collects and accounts for service fees; balances cash receipts; provides reports to the Finance Department.
• Compiles information and data for administrative, statistical, and financial reports; checks data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
• Maintains and updates departmental record systems and specialized databases; enters and updates information with departmental activity, inventory files, and report summaries; retrieves information from systems and specialized databases as required.
• Assists in assigned department projects and/or programs as assigned by management staff; provides assistance to department staff in various research, reporting, and department-related projects.
• Gathers, assembles, updates, and distributes a variety of department or City specific information, forms, records, and data as requested.
• Monitors and orders office and other related supplies.
• Works directly with vendors, contractors and other City departments to schedule building repairs and/or regular maintenance appointments.
• Acts as a department representative within community groups to relay or obtain relevant information regarding departmental activities and answer and address concerns, questions, and problems.
• Performs other duties as assigned.

QUALIFICATIONS:

Knowledge of:

• Modern office practices, methods, and computer equipment and applications, including word processing, database, and spreadsheet applications.
• Departmental practices and procedures and applicable City policies.
• Principles and practices of data collection and report preparation.
• Principles of business letter writing.
• Business mathematics and basic statistical techniques.
• Principles and procedures of record keeping and cash handling.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Perform responsible clerical support work with accuracy, speed, and minimal supervision.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Learn, interpret, and apply administrative and departmental policies and procedures.
• Compose correspondence and reports independently or from brief instructions; maintain records and databases.
• Make accurate arithmetic computations.
• Learn and understand the organization and operation of the City as necessary to assume assigned responsibilities.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Organize own work, set priorities, and meet critical time deadlines.
• Operate modern office equipment including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

EDUCATION AND EXPERIENCE:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be:

Education: The equivalent to the completion of the twelfth (12th) grade. 

Experience: Three (3) years of general office clerical experience

LICENSES AND CERTIFICATIONS:

• Possession of, or ability to obtain, a valid California Driver’s License by time of appointment.
• Completion of POST Basic Records Course and CLETS training are required within one (1) year of date of hire.