Program Assistant - Police Department

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

Job summary

The City of Reno is seeking a highly organized Program Assistant to provide specialized administrative support, with a focus on payroll processing, employee timekeeping, and maintaining accurate records. The role also covers administrative support for parking cashiering and enforcement, working from the Reno Police Department building.

This position requires the ability to manage multiple priorities, maintain confidentiality, and complete a background check and polygraph as part of the hiring

Qualifications

• Three years of increasingly responsible clerical, programmatic, and administrative support experience.
• Experience with payroll processing and timekeeping preferred.
• Substitute education/credits as described in the note for related experience.

Responsibilities

• Provide specialized administrative support focused on payroll processing, timekeeping, and records management.
• Support parking cashiering and parking enforcement administrative functions.
• Assist in budget and contracts monitoring; prepare revenue projections and expenditure requests.
• Process invoices, contracts, work orders, and requisitions; coordinate with accounts payable and contracts functions.
• Type and proofread a wide variety of documents; maintain calendars and coordinate meetings and training sessions.
• Maintain filing systems, records, and databases; organize data for reporting and analysis.

Skills

Organizational skills

Detail orientation

Clerical skills

Time management

Education

High school diploma with office training

Tools

Payroll software

Timekeeping systems

Microsoft Excel

Accounts payable software

Job description

Join the City of Reno and become part of an amazing team that strives every day to make our community a place we are all proud to call home.

Join the team that supports the operations of the Reno Police Department. The department is seeking a highly organized and detail-oriented Program Assistant to provide specialized administrative support, with an emphasis on payroll processing, employee timekeeping, and maintaining accurate records. This position will also provide administrative support for parking cashiering, as well as parking enforcement activities. Working from the new Reno Police Department building located at 911 Kuenzli Street, Reno, NV 89502, this position will support a variety of administrative functions requiring accuracy, confidentiality, and the ability to manage multiple priorities and deadlines.

Due to the sensitive nature of this work, the selected candidate must successfully complete a comprehensive background investigation, pre-employment drug screening, and polygraph examination as part of the hiring process.

This recruitment will fill a vacancy in the Reno Police Department and establish an eligible list that may be used to fill future vacancies as they occur.

This is an open competitive opportunity for all qualified applicants.

The City of Reno is committed to providing equal employment opportunities to everyone. This commitment is an integral part of our efforts to ensure that we have a diverse and representative workforce that serves the community of Reno.

Work Schedule

This position will work four 10-hour shifts per week (4/10 schedule).

• Perform a variety of advanced clerical and routine technical, programmatic, and administrative duties requiring the application of specific program knowledge and administrative, secretarial, and clerical skills in support of a City department, division, or program; assume responsibility for specific program area duties; provide assistance in administrative and operating programs as assigned.
• Serve as primary contact and liaison for assigned functions and programs with other City staff, the general public, and outside agencies and organizations; screen office calls, visitors, and mail; provide information and assistance including responding to requests for information and assistance; assist the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances; research information related to City regulations and departmental policies; explain, justify, and defend programs, policies, and activities.
• Conduct a variety of studies and research for assigned area; collect, compile, and review information from various sources on a variety of specialized topics related to program area of assignment; participate in the preparation of reports that present data, identify alternatives, and make and justify recommendations.
• Perform a variety of special projects and assignments in assigned area including the implementation and coordination of assigned program and project components; assist with the development of policies and procedures; implement and monitor program activities.
• Verify and review materials, applications, records, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, and reports; provide information and forms to the public; collect and process appropriate information.
• Assist in coordinating and monitoring the assigned budget and contracts; compile annual budget requests; prepare revenue projections; recommend expenditure requests for designated accounts; monitor approved budget accounts; process progress payments and monitor contractual expenses
• Process invoices, contracts, work orders, change orders, purchase order numbers, check requests, and requisitions for assigned area; coordinate the resolution of contract and invoice issues with accounts payable and contracts functions; ensure vendor invoices and change order files are accurate and up-to-date including having correct account codes and appropriate approvals; ensure new vendors have completed required new vendor information form.
• Type and proofread a wide variety of reports, letters, memoranda, correspondence, contracts, agreements, Requests for Proposals, agenda items, statistical charts, and other documents and material; type from rough draft, verbal instruction, or transcribing machine; independently compose documents related to assigned area of responsibility.
• Maintain calendar of activities, meetings, and various events for assigned projects, programs, and staff; coordinate activities with other City departments, the public and outside agencies.
• Arrange and coordinate meetings, workshops, and training sessions for various groups and committees; prepare agendas and correspondence; attend meetings and take, transcribe, and assure proper distribution of minutes.
• Establish and maintain various filing systems, schedules and records; file correspondence, reports, bulletins and cards; log reports, applications, and/or telephone calls; maintain records related to specific area of assignment.
• Perform a variety of general bookkeeping and clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintain a variety of accounting records, logs, and files; verify, balance, and adjust accounting records.
• Recommend improvements in work flow, procedure and use of equipment and forms; implement improvements as approved; develop and revise office forms and report formats as required.
• Ensure that all required supplies are available as needed and that the facility and equipment are in proper working order.
• Operate a variety of office equipment including copiers, facsimile machine and computer; utilize various computer applications and software packages; enter data, maintain and generate reports from a database or network system; input, maintain, and utilize data to develop reports using spreadsheet software; create, format, and revise charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing, desktop publishing, and other computer applications; organize and maintain disk storage and filing.
• As assigned, arrange and coordinate meetings; prepare agendas and correspondence; attend meetings and take, transcribe, and assure proper distribution of minutes.
• May lead, oversee, and review the work of lower level clerical staff; review work for accuracy and completeness.
• Perform related duties as required.

The following minimum qualifications are required to be met at the time of application.*

Education / Training

Equivalent to completion of the twelfth grade supplemented by specialized office support training.

Specialized training may include on-the-job training obtained through relevant work experience.

Experience

Three years of increasingly responsible clerical, programmatic, and administrative support experience including some experience directly related to the assigned area.

At least 60 semester or 90 quarter-hour credits with coursework in Business Administration, Public Administration, Accounting, or a closely related field will substitute for two years of this required experience.

OR

Two years of experience as an Office Assistant II with the City of Reno in a programmatic area that is substantially similar to the program being recruited for.

At least 60 semester or 90 quarter-hour credits with coursework in Business Administration, Public Administration, Accounting, or a closely related field will substitute for one year of the Office Assistant II experience.

Note

To be considered qualifying, your experience must demonstrate progressively greater responsibility in each of the following areas:

• Clerical: Performing advanced office support such as reviewing and processing documents, maintaining records, preparing correspondence or reports, and responding to inquiries.
• Programmatic: Supporting an ongoing program or service by applying established procedures, processing or tracking information, providing program-related assistance, and coordinating activities.
• Administrative support: Supporting day-to-day office or program operations by coordinating activities, preparing documents and reports, maintaining administrative records, and assisting with processes such as purchasing, budgets, or contracts.

Requirements of the Position

The selected candidate must successfully complete a comprehensive background investigation, pre-employment drug screening, and polygraph examination as a condition of employment with the Reno Police Department.

Bilingual candidates are strongly encouraged to apply

The City of Reno is an equal opportunity employer. Recruitment, hiring, assignment, training, compensation, promotion, retention, and disciplinary decisions will be made without regard to race, color, religion, creed, national origin, sex, sexual orientation, gender identity, gender expression, age, pregnancy, physical or mental disability, genetic information, veteran status, political affiliation, membership in an employee association, or any other protected class status applicable under federal or state law or City Charter.