Office Assistant - Office Unit Scheduler

City of Arlington; Arlington, Northern (TX, KY); On-site; USD 26,000 - 32,000; Full time

Job summary

The City of Arlington is seeking an organized Administrative Clerk to support Uniformed and sworn personnel. You will handle paperwork entry, timekeeping, payroll data, and keep Law Enforcement databases up to date in compliance with laws and department policies.

Responsibilities include scheduling vacations, approving time-off, maintaining scheduling matrices in MS Excel, and coordinating training. Candidates should have strong MS Office skills, discretion, and the ability to work independently

Qualifications

• High school diploma or equivalent.
• Two years of clerical or administrative support experience.
• Advanced MS Office proficiency and strong communication skills.
• Ability to handle confidential information with discretion.
• Ability to learn and adapt to new systems quickly.

Responsibilities

• Manage scheduling, including approving/denying vacation requests.
• Enter/modify time-off entries and review timekeeping data.
• Coordinate payroll entries and resolve payroll issues.
• Perform general office duties and maintain filing systems.
• Create scheduling matrices in MS Excel and assign training.

Skills

Advanced MS Excel

MS Office Suite

Timekeeping systems

Communication skills

Confidentiality

Independent judgment

Education

High school diploma or equivalent

College coursework in Criminal Justice or related field

Tools

LERMS

Timekeeping software

Job description

SALARY

$18.60 - $23.25

JOB SUMMARY

Under general supervision, perform office and clerical duties in support of Uniformed and/or sworn duty personnel. Performs paperwork entry, timekeeping, and Law Enforcement database system entries and updates in accordance with federal, state, and local laws as well as Department policy and guidelines.

ESSENTIAL JOB FUNCTIONS

• Scheduling functions, including but not limited to: Approving/Denying vacation (leave) requests.
• Entry/Modification, Scheduling, reviewing Time-off/Leave entries.
• Cross referencing any paper exceptions or notations with timekeeping system.
• Performs a variety of administrative checks including but not limited to: Serve as backup to perform Driver’s License checks/verification, Criminal history/background checks, Warrant checks/verification.
• Reviewing entries for accuracy, approving payroll entries for submission, Point of Contact for resolution of any payroll disputes.
• General office duties, including but not limited to: Scanning, Copying, Filing and file organization, appointment management.
• Creates the patrol scheduling matrix to maintain officer scheduling.
• Creates and uses advanced MS Excel functions to maintain the scheduling matrix.
• Constructs the schedule after annual shift bid based on Seniority.
• Build in all officer’s submitted Leave requests for the year.
• Keeps and maintains the scheduling matrix with updates based on requests outside of the annual bidding process.
• Schedules training for Patrol Officers.
• Assigns the officers to mandatory training based on schedule allowances.
• Use MS Access Training Database to schedule mandatory training.
• Entry of the scheduled time after annual bid into the timekeeping system.
• Ensures compliance and adherence to attendance and overtime policies and directives.
• Maintains communications with supervisors and officers to resolve scheduling issues.
• Maintain and distribute the Unscheduled Leave Audit Report.
• Maintain and distribute the Daily Briefing sheet.
• Learn, Use, and maintain department scheduling coding standards and practices.
• Keep, file, and maintain supporting scheduling documentation.
• Update and distribute all scheduling updates and changes in an expedient manner.

OTHER JOB FUNCTIONS

On a nontypical basis, may perform other additional duties not listed in this description that are in alignment with the scope of essential job functions.

MINIMUM QUALIFICATIONS

• Knowledge of business English, spelling, grammar, and punctuation.
• Knowledge of office and administrative practices and procedures.
• Skill in using PC Software including current Microsoft Office Suite of applications at an advanced level.
• Skill in communicating professionally and tactfully with other city employees and the public by oral and written means.
• Skill with organization and attention to detail.
• Skill with advanced MS excel use and functions.
• Ability to exercise discretion and independent judgment utilizing knowledge of the organization's policies.
• Ability to work independently under general instructions.
• Ability to perform a variety of physical skills including but not limited to filing, pulling, seeing, sorting, squatting, standing, stooping, twisting body, typing, walking, and writing.
• Ability to operate a variety of office equipment including but not limited to PC, telephone, calculator, scanner, and copier.
• Ability to prioritize deadlines and tasks.
• Ability to learn new systems and procedures quickly.
• Ability to research and analyze information to identify trends and patterns.
• Ability to maintain confidentiality and work with sensitive information.
• Ability to de-escalate potentially adversarial situations.

QUALIFYING EDUCATION AND EXPERIENCE

High school diploma or equivalent

Two (2) years of experience in a clerical or administrative support role

PREFERRED QUALIFICATIONS

• Knowledge of Law enforcement scheduling principles and practices.
• Knowledge of Police Department policies and procedures related to attendance, leave, and scheduling.
• Knowledge of Law Enforcement Resource Management System (LERMS).
• Knowledge of Timekeeping and payroll processes.
• Education and Experience College coursework in Criminal Justice, Law Enforcement Administration, or related field a plus.
• Experience in a law enforcement or legal setting.
• Experience Office scheduling.
• Experience with performing administrative checks, such as driver's license verification and background checks.

EMPLOYMENT SCREENINGS

Required Criminal Background Check City of Arlington is an Equal Opportunity Employer.

The people that work for the City of Arlington directly impact our community, citizens, visitors and businesses. Become a leader in your chosen profession by joining the City’s dynamic workforce and make a positive contribution to the American Dream City!

DISABILITY ACCOMMODATIONS

The City will make reasonable accommodations upon request for qualified individuals with disabilities.

Requests for reasonable accommodations should be sent to [e-mail].

WE WELCOME YOU TO INTRODUCE YOURSELF

If you do not find a job that suits your experience, we welcome you to introduce yourself so Human Resources may be able to guide you to other opportunities.