Assistant II, Administrative

City Of Siloam; Hico (AR); On-site; USD 36,000 - 48,000; Full time

Job summary

City of Siloam Springs is seeking a detail-oriented assistant to the police department’s command staff. You will work directly under the Chief of Police, providing clerical and administrative support to the Chief and department.

You will coordinate operations, manage records and databases, assist with grants and budgets, prepare reports, schedule appointments, and handle communications for the Command Staff. Strong organizational skills and discretion are essential.

Qualifications

• Four (4) years related experience and/or training; Associate Degree or equivalent from a two-year college or technical school.
• Must be a citizen of the United States.
• Must possess a valid driver’s license.
• Must not have any felony convictions or disqualifying criminal history.

Responsibilities

• Coordinate administrative operations between the police department and other city departments and outside entities.
• Monitor and maintain records and databases of department funding and expenditures, budget line items and assist with budget preparation.
• Assist in locating, filing, and tracking grants.
• Perform secretarial duties; prepare correspondence and reports; design forms, spreadsheets, and databases.
• Prepare data for reports and present recommendations to the Chief of Police as directed.
• Answer and direct communications for the Command Staff and schedule appointments.
• Coordinate the hiring process with Human Resources and submit records per Arkansas standards.
• Custodian of department files and grant documents; maintain filing systems.
• Assist in planning and managing annual department budget with focus on administrative costs.
• Greet the public, answer inquiries, and refer matters to appropriate personnel.
• Gather data for Pamphlets/Reports for department activities.
• Coordinate training travel plans and department-sponsored programs.
• Custodian of petty cash account.

Skills

Clerical skills

Administrative support

Records management

Budget coordination

Scheduling and calendar management

Education

Associate Degree or equivalent

Four (4) years related experience/training

Tools

Microsoft Office Suite

Spreadsheets

Databases

Job description

As an assistant to the police department’s command staff,works directly under the supervision of the Chief of Police and is responsible for providing clerical and administrative support to the Chief of Police and the department.

ESSENTIAL DUTIES AND RESPONSIBILITIESinclude the following: (Other duties may be assigned as needed)

• Coordinate administrative operations between the police department and other city departments and outside entities.
• Responsible for monitoring and maintaining records and databases of department funding and expenditures, budget line items and assists with budget preparation.
• Assists in the procedures required for locating, filing, and tracking grants.
• Performs secretarial activity; prepares official correspondence including form letters, memorandums, draft ordinances/resolutions, reports, and other materials from clear copy or rough draft. Utilizing computer programs, designs, and creates forms, spreadsheets, graphs, databases, and procedures for information management.
• Collects and prepares data for reports; prepares and presents recommendations pertaining to specific subject matter as directed by the Chief of Police.
• Answers and directs communications for the Command Staff and provides information as required. Schedules appointments, maintains a calendar of appointments and activities, and performs other administrative and diverse clerical duties.
• Responsible for coordinating the hiring process of new employees with Human Resources to include scheduling, reviewing and submission of records in accordance with Arkansas Commission on Law Enforcement Standards.
• Acts as the custodian of the department’s working files, and grant documents and records; establishes and maintains filing systems, control records, and indexes using reasonable independent judgment.
• Assists in planning and managing processes related to the Department’s annual budget, with emphasis on administrative costs.
• Receives the public and answers questions, responds to inquiries, or refers the public to the appropriate department employee with responsibility for the matter.
• Gathers data and formulates pamphlets and/or reports for department-sponsored activities.
• Assists in the research, procurement and tracking of materials and supplies.
• Coordinates department sponsored programs and travel plans for department approved training, conferences and meetings when directed.
• Custodian of department’s petty cash account.

SUPERVISORY RESPONSIBILITIES

None required.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be a citizen of the United States.
• Must possess a valid driver’s license.
• Must not have any felony convictions or disqualifying criminal history.

EDUCATION and/or EXPERIENCE

Four (4) years related experience and/or training; Associate Degree or equivalent from a two-year college or technical school; or equivalent combination of education and experience. Other job-related education and/or experience may be substituted for all or part of these basic requirements upon approval of the Chief of Police.

LANGUAGE SKILLS

Ability to read and comprehend the following in the English language: complex instructions, assorted correspondence, and memorandums. Ability to write detailed correspondence and reports. Ability to effectively present information in one-on-one and small group situations to citizens and other employees within the department and/or city government.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute ratio and percent, and to draw and interpret spreadsheets and graphs.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only standardization exists. Ability to establish and maintain successful work relationships. Ability to interpret a variety of instructions furnished in written, oral, diagram, and schedule form.

CERTIFICATIONS, LICENSES, REGISTRATIONS

None required.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit and taste or smell. The employee is occasionally required to stand, walk, use hands to finger, handle or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close, distant and color vision, depth perception, peripheral vision, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit and taste or smell. The employee is occasionally required to stand, walk, use hands to finger, handle or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close, distant and color vision, depth perception, peripheral vision, and the ability to adjust focus.

While performing the duties of this position, the incumbent is/may be exposed to outdoor weather conditions and works near moving mechanical parts.

The noise level in the work environment is usually moderate.

This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform any other related duties as may be required by their supervisor.

* Safety sensitive position includes, but is not limited to, any job, assignment, rank, or title where any of the following apply:

*Weather Essential position includes e mployees are declared to be all sworn police officers, all swo rn firefighters, di spatc hers, emergency road crew employees in the Street Department, and electrical per so nnel in the Electric Department.

*Civility and Professionalism- The City of Siloam Springs is a team-based service organization. Maintenance of good internal morale is essential to the City’s success. An employee is required to maintain professional and ethical behavior and act with integrity in all matters. The City of Siloam is committed to providing a work environment that is free from bullying, harassment, intimidation, abusive language, gossip, employees spreading discontent or exhibiting any behavior that is disruptive to the workplace and contrary to the City’s mission.

*Regular Attendance- Punctual and regular attendance is an essential responsibility of each employee at the City of Siloam Springs. Employees are expected to report to work as scheduled, on time and prepared to start working. Employees also are expected to remain at work for their entire work schedule. Late arrival, early departure, or other absences from scheduled hours, that are not pre-approved or are excessive are disruptive and are to be avoided.