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Text of Document: JOB TITLE: Executive Secretary II/Administrative Assistant
REPORTS TO: Director of Public Safety
PRINCIPAL PURPOSE OF JOB: Independently performs the duties for managing the department office and specific areas of responsibility, such as supervise the Administrative Secretary, and create and maintain a management information system, to include budgeting, accounting, performance appraisal, and training systems. Serves as the Administrative Assistant to the Director of Public Safety.
LEVEL OF AUTHORITY: Performs routine duties independently, setting priorities and scheduling own work in accordance with established and general policies and procedures requiring regular interpretation. Is responsible for sound judgment, thoroughness, and competence, where failure to perform effectively and efficiently could have serious impact on Police operations, public relations, and the efficient use of resources.
WORK ENVIRONMENT: Much of the work is performed in a fast-paced office setting with frequent interruptions and with the need to deal with a great diversity of people. Some work is performed at meeting rooms in the community. Occasional need to pick up or deliver items in the community and to other City departments.
ESSENTIAL JOB FUNCTIONS
Act as confidential Administrative Assistant to the Director of Public Safety, managing the Director's calendar and schedule, screening callers, and arranging appointments, meetings, and conferences, as directed.
Assist in the preparation of the departmental budget, prepare expenditure estimates, gather and organize supporting data. Monitor individual accounts to track expenditures and alert the Director to potential overspending.
Design, establish, and maintain a management information system (MIS) for the department. As directed, prepare and present reports to the City Council and the Law Enforcement Liaison Committee regarding the MIS and its data.
Act as office manager and coordinator. As directed, supervise, train, and evaluate other secretarial or clerical staff.
Respond to public inquiries on the telephone and in person with visitors to the Director. Provide information and assistance to the public in a courteous manner and with sensitivity to the diversity of a multi-cultural audience. Resolve complaints within scope of information and authority and refer to the Director or others as appropriate.
Balance cash box and petty cash and maintain accurate and current records, following strict procedures to comply with auditing standards. Prepare cash reports and deposit money with Finance Department. Maintain departmental financial records and prepare financial reports as required.
Initiate correspondence on a multiplicity of matters requiring an in-depth understanding of departmental program structure (mission, goals, and objectives), department policies and procedures, Civil Service rules and regulations, Guild contract, and applicable City ordinances. Format, create, produce, and edit special correspondence and other written materials. Delegate to the Administrative Secretary routine, repetitive, and high volume typing.
Monitor the department training schedules in coordination with the Director, the Sergeant in charge of training, and the Communications Supervisor.
ADDITIONAL JOB FUNCTIONS
May perform portions of the work of higher classified positions occasionally, as assigned.
May perform duties of similar complexity in any City department as required or assigned.
Must have or be able to quickly acquire knowledge of departmental program structure (mission, goals, and objectives), department policies and procedures, Civil Service rules and regulations, the Guild contract, and applicable City procedures and practices.
Must have a baccalaureate degree, or comparable experience, as evidence of a broad education and an ability to deal with diverse situations and a diversity of people.
Must have a minimum of three years of office management or increasingly responsible secretarial/clerical experience, preferably as a confidential secretary. Desirable to have previous experience in local government and in a field related to public safety.
Some supervisory experience desirable.
Must type a minimum of 60 wpm with accuracy in a setting with many interruptions, and transcribe from a Dictaphone, hand-written drafts, or verbal instructions.
Must be able to operate a memory typewriter and a personal computer and learn quickly to use the software programs of the department.
Must have a sound knowledge and ability in business correspondence, and an ability to proofread for grammar, spelling, and punctuation with high degree of accuracy.
Must be able to do basic accounting and mathematical computations with a high degree of accuracy, for example to balance a ledger and balance petty cash.
Must have valid Washington State driver's license.
Must be bondable. Desirable to have experience handling large sums of cash, checks, and money orders.
Desirable to be a Public Notary.
Ability to sit at workstation for extended periods.
Ability to stand, walk, and drive as needed throughout day.
Occasional ability to lift, carry, and put away parcels.
Ability to handle multiple interruptions and adjustments to priorities throughout day.
Ability to communicate effectively with diverse and sometimes irate individuals and to handle calmly and efficiently situations ranging from routine to emergency.
Excellent memory and organizational ability, in order to set priorities, organize workload, handle multiple responsibilities, and meet deadlines.
Ability to perform a high level of administrative and secretarial work for a variety of people, while organizing priorities and meeting deadlines.
Ability to maintain a strict confidentiality.
Use of Tools and Equipment
Standard office equipment including personal computer, memory typewriter, multi-line phone system, fax machine, copier, 10-key calculator, and Dictaphone.
As an absolute condition of employment, employees are required upon hire to sign a drug-free workplace agreement and an agreement not to use tobacco products in any form, both on and off the job.
The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload.
Following an offer of employment, and prior to starting work, individuals must have a pre-employment physical examination by a physician designated by the City of Anacortes. The examination will be paid for by the City. Satisfactory clearance to perform essential job functions will be required for employment.