Office Assistant - Patrol Unit Scheduler

City of Arlington; United States; On-site; USD 25,000 - 32,000; Full time

Job summary

City of Arlington is seeking a detail-oriented Administrative Clerk to support Uniformed and sworn personnel with payroll, timekeeping, and data entry in accordance with laws and department policy.

Responsibilities include approving leave requests, maintaining the scheduling matrix, coordinating officer trainings, and ensuring accurate payroll submissions using MS Excel and MS Access databases. A strong command of MS Office and confidentiality is required.

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 at an advanced level.
• Skill in communicating professionally and tactfully with other city employees and the public.
• 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 filing, pulling, seeing, sorting, standing, typing.
• Ability to operate a variety of office equipment including 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.

Responsibilities

• Approving/denying vacation (leave) requests.
• Entry/Modification, Scheduling, reviewing Time-off/Leave entries.
• Cross referencing any paper exceptions or notations with timekeeping system.
• 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.

Skills

Knowledge of business English

Spelling, grammar, punctuation

Office administration

Advanced MS Excel

MS Office Suite

Professional communication

Organization and attention to detail

Discretion and independent judgment

Independent work

Time management

Education

High school diploma or equivalent

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

• Approving/Denying vacation (leave) requests.
• Entry/Modification, Scheduling, reviewing Time-off/Leave entries.
• Cross referencing any paper exceptions or notations with timekeeping system.
• 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!

City of Arlington is an Equal Opportunity Employer.

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

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