Administrative Assistant II - Police

City-of-Independence; Independence (MO); On-site; USD 36,000 - 48,000; Full time

Job summary

The City of Independence, Missouri, seeks an Administrative Clerk to perform moderately difficult clerical duties supporting day-to-day department operations. The role handles letters, memos, forms, reports, and records, with responsibility for filing and general office organization.

You will schedule meetings, manage calendars, enter data, prepare basic invoices and reports, answer phones, greet visitors, and assist with payroll processing and travel arrangements.

Qualifications

• Experience with formatting and typing letters, memos, forms, reports, and other office documents.
• Ability to schedule meetings, travel, and facility usage.
• Proficiency in data entry and basic report preparation.
• Strong customer service when answering phones and greeting visitors.
• Knowledge of timekeeping and payroll processes.

Responsibilities

• Prepare correspondence, reports, and standard office documents.
• Schedule meetings and manage calendars for staff and departments.
• Enter and retrieve information in computer systems; prepare invoices and basic reports.
• Process payroll-related records and assist with timekeeping.
• Order supplies and coordinate with vendors; provide general office support.

Job description

GENERAL PURPOSE

Performs a variety ofmoderately difficult administrative clerical duties as needed to expedite the day-to-day functions, operations, and services of a department.

SUPERVISION RECEIVED

Works under the general supervision of a Division / Department Supervisor.

SUPERVISION EXERCISED

May provide close to general supervision to Administrative Specialists III and/or I while in training or on a project-by-project basis.

ESSENTIAL FUNCTIONS

(Performs Some or all of the following)

Administrative Support

Performs work of moderate difficulty involving formatting and typing letters, memos, forms, reports, fliers, newsletters, contracts, and other correspondence on a computer and/or typewriter; initiate correspondence, reports, and other written items on own; logs, tracks, and maintains records on department or unit activities; types and transcribes correspondence from dictation; sets up and maintains alphabetic and numeric files so that documents can be filed and retrieved in an orderly fashion.

Schedules and arranges appointments and reservations for meetings, travel, facility usage, or other events.

Enters and retrieves routine to complex information into a computer to update records, prepares invoices, or respond to requests for information;compiles information and prepares basic narrative and statistical reports on a periodic basis.

Staffing Administration

Dispatches personnel or informs of work that needs immediate attention; receives and verifies confined space entry information by completing log with correct information.

Financial Processes & Payroll

Maintain time and attendance records and process payroll.

General Office Duties

Answers the telephone and interacts with the public to respond to inquiries and requests by giving information about policies, guidelines, procedures, the status of departmental activities, or forwards to appropriate personnel for action; greets visitors and escorts or directs them to appropriate areas; interacts with staff and elected officials to respond to inquiries, receive complaints, and resolve problems.

Orders supplies and equipment for the office by preparing requisitions and purchase orders and interacting with vendors regarding specifications and availability of supplies and equipment.

Performs related duties as assigned.

Equal Employment Opportunity Statement

The City of Independence is an Equal Opportunity Employer, and it is our policy to provide equal opportunity to all people without regard to race, color, religion, national origin, ancestry, marital status, veteran status, age, disability, pregnancy, genetic information, citizenship status, sex, sexual orientation, gender identity or any other legally protected category. The City of Independence is a background screening, drug-free workplace.

Accommodations

The City of Independence provides reasonable accommodations to qualified individuals with disabilities. If you would like to request a reasonable accommodation in order to apply for a job, please submit your request to [e-mail].

Disclaimer

The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right in coordination with the governing union (if applicable) to add, delete, or modify any and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.