District Staff Support Specialist

City-of-Raleigh-N; Raleigh (NC); On-site; USD 42,000 - 54,000; Full time

Job summary

The City of Raleigh Police Department is seeking an experienced District Staff Support Specialist to perform complex non-sworn secretarial work within district offices of the Field Operations Division.

Responsibilities include transcribing dictation, typing memos and reports, mail distribution, phone inquiries on police policies, and maintaining complex reports and payroll records. Prior administrative experience is required.

Qualifications

• High School diploma or GED and 1–3 years in administrative, clerical, secretarial or related work.
• Equivalent combination of training and/or experience may be substituted.
• Notary Public certification is preferred.

Responsibilities

• Takes, transcribes, checks, and proofreads dictation for correspondence and reports.
• Types memos, correspondence, and reports.
• Distributes mail and answers telephone inquiries about policies.
• Compiles and maintains complex reports and classified materials.
• Determines inventory levels and generates orders as needed.
• Maintains and audits office payroll and compensatory time.
• Assists district staff and IT with hardware/software use and maintenance.
• Creates complex reports using departmental software.
• Performs other tasks as assigned by district or department.
• Safely operate city vehicles for administrative tasks.

Skills

Dictation

Typing

Records management

Customer service

Word processing

Independent judgment

Interpersonal communication

Education

High School diploma or GED

Some college or technical training

Tools

Office software

Payroll systems

Job description

The City of Raleigh Police Department is seeking an experienced District Staff Support Specialist. This role involves complex and difficult non-sworn secretarial work in the respective districts in the Field Operations Division.

Work includes the independent performance of complex clerical duties which require some independent judgment based on knowledge gained through experience. These employees may develop and refine working procedures for themselves and are required to exercise some initiative and independent judgment in carrying out their work to completion. Difficult decisions are referred to a superior for decision. Work is reviewed for the achievement of desired results and adherence to established procedures and policies.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Takes, transcribes, checks, and proofreads dictation consisting of correspondence, memoranda, manuscripts, minutes, technical, administrative reports, and other material

• Types memos, correspondence, and reports

• Separates and distributes mail

• Answers telephone and assists with answering inquiries requiring information of routine police policies, rules, and regulations

• Compiles and maintains complex reports and classified file material

• Determines inventory levels, monitors and generates orders as necessary

• Maintaiis and audits office payroll and compensatory time

• Provides assistance to district members and IT department staff for computer hardware/software use and maintenance

• Creates complex reports requiring independent judgement and utilizing departmental software

• Performs other tasks required by the assigned district and department

• Safely operate city vehicles, as needed, for various administrative tasks

• Performs other duties as needed

Required Education and Experience:

High School diploma or G.E.D. equivalency and 1 to 3 years’ experience in administrative, clerical, secretarial or related work

OR

Any equivalent combination of training and/or experience that provides the required knowledge, skills and abilities may be substituted.

Required Licenses and Certification:

• Valid North Carolina Class C Driver's License with a satisfactory driving record, or the ability to obtain within 60 days of hire

Preferred Education and Experience:

• Some College or technical business training

Preferred Licenses and Certification:

• Notary Public certification

Knowledge, Skills, & Abilities:

• Modern office practices, procedures, systems, and equipment

• Personal computer hardware and software

• Business English, spelling, and punctuation

• Policies and procedures

• Principles and practices of modern office management

• Take and transcribe dictation rapidly and accurately

• Acquire knowledge of the policies, procedures, and services of the department

• Keep moderately complex records and to prepare reports from such records

• Make computations and tabulations with speed and accuracy

• Deal courteously and tactfully with the public

• Compose effective and accurate correspondence from general instructions

• Establish and maintain effective working relations as necessitated by work assignments

• Have initiative and to work independently but use good judgement determining if and when command staff should be notified of activities

• Computer applications and word processing

ADA and Other Requirements:

Work Environment and Physical Effort: Sedentary: Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body.

Work Environment: Work is typically performed in an office or similar indoor environment. Employees will occasionally work in an outdoor environment.

Work Exposures: Work in this position does not require frequent environmental exposures. Employees may occasionally be exposed to individuals who are hostile or irate.

City of Raleigh is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities are provided upon request.