Administrative Assistant

City of Phenix City; Phenix City (AL); On-site; USD 32,000 - 42,000; Full time

Job summary

The City of Phenix City is seeking an Administrative Assistant to support the Police Department under the Office Manager. The role covers clerical tasks, data entry, payroll, and budget-related duties, ensuring efficient operation of departmental records and communications.

Typical responsibilities include front desk backup, visitor greeting, multi-line phone handling, calendar management for the Chief, and processing HR documents for new hires.

Qualifications

• High School Diploma or GED required.
• 2+ years front desk experience preferred.
• Notary Public preferred or ability to obtain; Valid Driver’s License from state of residence.
• Proficiency in Microsoft Office programs, namely Word and Excel.

Responsibilities

• Maintain daily duties within Chief of Police Office under Office Manager supervision.
• Process payments and assist in monitoring the budget.
• Provide back up to front desk reception, greet visitors, and answer multi-line phones.
• Data entry on bills and budget accounts for Chief of Police office.
• Distribute interoffice correspondence.
• Assist with payroll processing.
• Maintain confidential personnel, disciplinary, legal and administrative information.
• Manage Chief’s calendar, appointments, meetings, and commitments.
• Process and track personnel documents, evaluations, transfers, and HR matters.
• Prepare and maintain police academy application and enrollment packets for new hires.

Skills

Verbal communication

Written communication

Data entry

Flexibility

Education

High School Diploma or GED

Tools

Microsoft Word

Microsoft Excel

Copiers

Faxes

Multi-line phone system

Computers

Job description

Job Summary

Under the general supervision of the Office Manager, the Administrative Assistant performs clerical, receptionist, bookkeeping and record keeping tasks as related to the job of administrative functions required in the department. The employee is responsible for data entry, filing, correspondence and other related clerical duties to efficiently run the police department. Performs general typing and clerical duties for departmental records keeping, operation and maintenance. Assists with requisitions, request for payments and preparing departmental budget.

Essential Job Duties & Responsibilities

The following duties are normal for this position. The omission of specific statement of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this position. Other duties may be required, assigned and expected aside from those set forth below to address operational needs and changing operational practices.

• Maintains and Assists with the daily duties within the Chief of Police Office under the supervision of the Office Manager.
• Processes payments and assists in monitoring the budget.
• Provides back up as needed to the front desk reception of the Chief of Police and Fire office including greeting visitors and answering multi line phone.
• Performs data entry on bills and budget accounts for Chief of Police office.
• Distributes incoming and outgoing interoffice correspondence.
• Assists with payroll processing.
• Assist in maintaining confidential personnel, disciplinary, legal and administrative information.
• Manage the Chief’s calendar, appointments, meetings and commitments.
• Process and track personnel documents, evaluations, transfers, and other HR-related matters
• Prepare and maintain police academy application and enrollment packets for new hires.

Qualifications

Education & Experience Guidelines
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities required for this position would be:

Education/Training
High School Diploma or GED required

Experience
2+ years front desk experience preferred

Licenses or Certifications Required
Notary Public preferred or ability to obtain; Valid Driver’s License from State of Residence.

The following generally describes the knowledge and abilities required in order to successfully perform the assigned duties of the position:

Knowledge of:

• Usage of various office equipment including copiers, faxes, multi-line phone system and computers
• General accounting principles

Ability to:

• Utilize Microsoft Office programs, namely Word and Excel
• Write clearly to complete reports, receipts, messages
• Utilize math skills to perform basic calculations
• Read to comprehend reports and instructions
• Effectively communicate verbally in person and over the phone
• Be flexible in daily routines
• Work in a constant state of alertness and in a safe manner

Physical Demands & Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the Americans with Disabilities Act, the city encourages both prospective and current employees to discuss potential accommodations needed to perform the essential duties of this position.

Environment: Indoors

Physical Demands:See accompanying page for details

Key Working Relationship:Police Chief and Police Administrative Staff, Citizens