Administrative Assistant - Public Safety

City of Gahanna•Gahanna, OH

9h•Onsite

About The Position

We are seeking a dependable and detail-oriented Administrative Assistant to support the Chief Administration at the Division of Police. In this role, you’ll assist the Chief, Deputy Chiefs, citizens, sworn staff, and city employees regarding various issues. You will manage a wide range of administrative tasks—from processing payments to coordinating meetings and preparing reports. This position is perfect for someone who enjoys variety, takes initiative, and thrives in a customer facing role. If you’re organized, resourceful, and excited to support the Gahanna Division of Police, we’d love to have you on our team! The Administrative Assistant will perform a variety of complex administrative functions involving the use of independent judgment and personal initiative; assist with projects as necessary. This position is customer facing and provides excellent customer service.

Requirements

High school graduate or equivalent.
Three or more years of professional office experience.
Proven experience in a high-volume customer service role including, but not limited to email, phone, and in-person communications.
Current and valid Ohio driver’s license with an acceptable driver’s abstract to meet criteria for insurability established by the City of Gahanna.
Knowledge of operations, governing laws and structure of local government.
Knowledge of office administrative practices and procedures.
Knowledge of proper English usage, including spelling, grammar, punctuation, and vocabulary.
Knowledge of purchasing processes and procedures.
Knowledge of recordkeeping, report preparation, filing methods and records management techniques.
Skill in providing excellent customer service to internal and external customers.
Skill in diffusing potentially negative or tense situations and knowing when to escalate the issue to someone else.
Skill in navigating PC and web-based software programs.
Advanced utilization of Microsoft Office Suite (Word, Excel, PowerPoint, etc.).
Skill in using tact, discretion, initiative, and independent judgment within established guidelines.
Skill in organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
Ability to maintain complex records and prepare reports from such records.
Ability to use discretion and maintain confidentiality of sensitive information.
Ability to establish and maintain effective working relationships with city officials, business executives, government officials, other employees, and the public.
Ability to communicate effectively both orally and in written form (including electronically).
Ability to follow complex written or oral directions.
Ability to lead and plan tasks or projects for others within the department.

Nice To Haves

Associate degree or higher preferred.
State of Ohio Notary Public preferred.

Responsibilities

Exercises independent thinking while providing office support for the department; responds to inquiries and complaints or directs to appropriate person/department; prepares and maintains records and files; prepares reports.
Provides administrative support; answers and screens incoming phone calls; relays messages and/or important information; types a variety of complex reports and materials; conducts research; compiles data.
Composes routine correspondence, maintains complex and detailed files and records; creates, maintains and disposes of files as needed; adheres to city records retention policies and schedules.
Collects and processes payments, balances cash drawer and processes daily deposits.
Assists with event preparation and program implementation.
Maintains database(s) related to department functions or activities; enters data; proofs, balances or verifies information for accuracy; updates database(s) as needed; collects and records payments if applicable; prints contracts, reports or receipts; files or submits documents/reports to appropriate department, director/manager, city official, or government agency, etc. to ensure compliance with all policies, guidelines, laws, statutes, rules and regulations.
Completes projects assigned by supervisor; researches records and files; provides requested information on technical or complex issues.
Cross-trains with other department staff to cover absences.
Orders office supplies for department as needed.
Receives, opens, and distributes incoming mail and prepares outgoing mail.
Generates and maintains purchase orders (PO’s) for the department; verifies accuracy of accounts and amounts; processes invoices for payment; maintains balances; ensures expenses are kept within budgeted amounts.