This position provides comprehensive administrative support to the Deputy Chief of Police for Administration Command, Administration Bureau Captains, and the Budget Administrator. This position is responsible for the Bureau of Administration's payroll. In addition, this position will support other Commands and the Office of the Chief when needed.
Secretarial duties as assigned: Answer phones for Administration Command, compose minutes, compose letters/memorandums, prepare spreadsheets and databases, schedule meetings, file, copy correspondence, order supplies, and transcribe documents.
Performs advanced technical level administrative support work, which may include supervisory responsibility, under general supervision from an administrative or technical superior. Work typically involves performing responsible clerical and secretarial work essential to the successful operation of a specialized function, such as the support of legal staff. Work may also include supervision of data entry staff and coordination and work scheduling of the data entry function. Work at this level may also include independent responsibility for a moderately complex clerical process.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Include the following. Other duties may be assigned.
Payroll - Log daily strength reports for the Administration Command. Data enter and update leave in the Automated Payroll Program. Data enter overtime into overtime database. Compile, edit, print, and complete ADP payroll sheets. Enter hour adjustments. Responsible for updating employee records in Dbase including hourly rate, rank, classification, transfers. Add and delete employees when applicable. Calculate retro pay hours (shift differential for Comp Time). Forward all original leave and OT slips to Personnel and distribute carbon copies to employee's section.
Compile/Track overtime reports as needed. Run OT reports bi-weekly, enter into spreadsheet for review, print, and file.
Assist with weapon tracking and reporting. Maintain a weapons tracking database to verify accuracy of inventory. Create memos if needed based on transfers and assigned weapons.
Compile/track cellular telephone use and reporting. Use invoices to update monthly spreadsheet for review and prepare memos for significant overages as necessary.
Time keeper duties for Deputy Chief of Police for Administration, Budget Fiscal Section, Human Resources Bureau, Management Services Bureau, Support Services Division, and Information Management Division.
Minutes - Record and prepare detailed minutes of meetings as assigned.
PVSP/SAV Report – Utilize report to determine officers not meeting reduction standards and prepare notices to officers and supervisors. Track responses.
Distribution of mail for Administration Command. Receive and organize incoming interoffice mail, as well as outside mail, for the Administration Command.
Maintain comprehensive Phone/Cell Directory/Unit Listings for the Police Department.
Maintain Deputy Chief of Police's calendar. Make appointments, scheduling and rescheduling meetings as necessary.
Manage the documentation and data basing of Secondary Employment and maintain originals.
Coordinate reservations of Community Meeting Room, Briefing Room, and Deputy Chief's Conference Room.
Maintain Department projector and laptop usage and sign out logs.
Track employee's leave usage to identify overages, notify supervisors as needed, and report on frequent occurrences, and filing process.
Compile Monthly Report of the Administration Command to include all Bureaus.
Compile annual Goals and Objectives for the Administration Command, and mid-year updates as needed.
This job has no supervisory responsibilities.
MINIMUM REQUIRED EDUCATION/EXPERIENCE:
High School Diploma or GED and 4 years of related experience, or equivalent combination of education and experience, required.
High school graduate with a minimum of two years providing secretarial support to an Administrator.
Intermediate knowledge of MS Word, Excel, and Access programs.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
CERTIFICATES, LICENSES, AND REGISTRATIONS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Office setting. The noise level in the work environment is usually moderate.
Elements of the selection process include:
The selection process may take 2-6 months, dependent upon position start dates.
- Panel Interview with Skills Assessment
- Personal History Questionnaire
- Background Investigation
- Pre-placement Physical
Eligibility for re-application is evaluated on an individual basis and recommendations may be made during any phase of the selection process.
Howard County Government is an Equal Opportunity Employer.
Howard County, MD - 2 years ago