Administrative Assistant (Police)

About the Department

JOB RESPONSIBILITIES:
As part of the Police Division, reporting directly to the Support Services Bureau Lieutenant, this position performs customer service and administrative duties necessary for the effective and efficient functioning of the Support Services Bureau.   

The City of Upper Arlington is an equal opportunity employer, striving to foster an equitable and inclusive work environment.

Position Duties

ESSENTIAL FUNCTIONS:  For purposes of 42 USC 12101:

1. Assists residents and the general public, answers questions, processes information and receives payments.  
2. Following departmental policies, provides information on departmental services and functions; may answer various inquiries personally. 
3. Provides administrative support as directed by the Support Services Lieutenant and/or the Chief of Police.
4. Composes, formats and types letters, memos, charts, labels, reports and other correspondence.  Copies reports, charts, memos, video/audio tapes and various documents for staff.
5. Composes correspondence in accordance with standard policies; answers various inquiries; explains policies and procedures and arranges appointments; processes routine matters independently. 
6. Answers telephones, takes messages, and screens calls. Also, may be responsible for answering the general City telephone line and directing customers to the appropriate City Staff.  
7. Coordinates and schedules appointments, meetings or reservations at the request of staff.   
8. Schedules police officer physical examinations.
9. Deals with extremely sensitive and confidential matters and maintains information.
10. Attends and assists with various meetings and functions as required.
11. Enters and retrieves a variety of complex and confidential information into a database.
12. Maintains complex files, compiles and completes data for administrative and public reports, bulletins, questions on material assembled; performs clerical and fiscal operations unique to department.
13. Assists with the creation of the Division’s annual report.
14. Assists the Professional Standards Coordinator with CALEA Accreditation files; 
15. Assists with the planning of Police Division functions related to new hires, retirements and promotions.
16. Demonstrates regular and predictable attendance.
17. Responsible for entry of invoices and purchase orders in the New World System; prepares all order supplies for the Division.
18. Supports training unit with entry and tracking of training documents.
19. Serves as backup for the other Support Specialist positions within the Police Department as designated by the Chief.  

OTHER DUTIES AND RESPONSIBILITIES:
     20. Performs other duties as required.

Minimum Qualifications

QUALIFICATIONS:

• High school diploma or GED required; associates degree or greater preferred
• Two years of successful administrative experience; previous experience within a law enforcement agency preferred;
• Due to the confidential, sensitive nature of information handled, successful completion of a background investigation and computerized voice stress analysis is required; No felony convictions. In addition, no criminal misdemeanor convictions within the last three years; 
• Or any combination of training, education, or experience which provides the desired knowledge, skills, and abilities to perform the essential functions of the position.

LICENSURE OR CERTIFICATION REQUIREMENTS:

• Notary Public is preferred upon hire, but may obtain within first six months of hire.
• Ability to obtain LEADS certification within first three months of employment.  

Other Qualifications

KNOWLEDGE, SKILLS, AND ABILITIES: (*indicates developed after employment).
Knowledge of:

• Applicable laws, regulations, City policies, procedures, and requirements including Ohio Ethics law and Public Records law;*
• Working knowledge of Division goals and Core Values of Dedication, Integrity, Courtesy, and Excellence*
• Business English, grammar and spelling;
• Records management; 
• Police Accreditation Administration and document processes*

Skill in:

• Computer and software operation; specifically, police accreditation support software (Power DMS)
• Modern office procedures and equipment;
• Basic finance and bill paying tracking and organization;
• Intermediate skill in all Microsoft Suite products;
• Accurate and efficient data entry.

Ability to:

• Pass and sustain a police background investigation;
• Produce products that are accurate in both form and substance;
• Prepare reports from statistical data;
• Demonstrated awareness of and an ability to effectively use communication that overcomes socio-cultural and lingual barriers, and to be aware of verbal and nonverbal forms of communication;
• Demonstrate excellent interpersonal skills;
• Demonstrate effective oral and written skills;
• Use independent judgment to draft correspondence;
• Impart a professional image to the public;
• Consistently report for scheduled hours of work;
• Obtain working knowledge of CALEA Accreditation Program.

EQUIPMENT USED: The following are examples only and are not intended to be all inclusive.
Personal computer, computer software (e.g., Microsoft Office); printer, copy machine, scanner, and other standard business office equipment.
INHERENTLY HAZARDOUS OR PHYSICALLY DEMANDING WORKING CONDITIONS:
The employee has exposure to chemical compounds found in an office environment (e.g., toner, correction fluid, etc.); occasionally required to stand, walk, stoop, kneel, crouch, or crawl on even and uneven surfaces; occasionally required to lift, carry, push, or pull objects 20 lbs. or less; required to effectively work in emergency and stressful situations; potential to come into contact with distraught, emotional, violent, and/or diseased people.
Note: In accordance with the U.S. Department of Labor physical demands strength ratings, this is considered sedentary work.
CITY VALUES:
Incumbent must model the following established city values: Teamwork/Collaboration, Integrity, Service, Leadership, Communication, Growth, Professionalism & Ethics.

A city government that delivers municipal services to residents.