Office Manager-Police Dept.

Town of Merrimack•Merrimack, NH

About The Position

Performs highly responsible secretarial and administrative support work for the Police Chief and manages the daily operations of the Police Department office, including general supervision of office support staff. The position works under the general supervision of the Police Chief, performs duties independently with considerable judgment, and consults the Chief about particularly difficult situations. It supervises Department Clerk Typists, the Legal Secretary, and the Secretary to Detectives, including staff selection recommendations, performance evaluation, counseling, and discipline recommendations.

Requirements

Bachelor’s degree in Business Administration or a related field and two years of progressively responsible experience, including supervisory experience; or an equivalent combination of education and experience demonstrating the required knowledge, skills, and abilities.
Thorough knowledge of modern office practices and procedures and of the operations of the assigned department.
Good knowledge of business English, spelling, vocabulary, and arithmetic.
Ability to maintain strict confidentiality; type accurately and rapidly; communicate effectively orally and in writing; maintain accurate records and files; manage several projects simultaneously; establish effective working relationships with staff, other departments, employees, and the public; and remain composed in stressful situations and when dealing with difficult individuals.
Extensive experience and knowledge of Windows and MS Office, including Word, Excel, and Access; familiarity with computer networks, internet access, and website management.

Responsibilities

Prepare Department payroll and maintain employee vacation, personal, sick, overtime, and court-time records.
Perform accounts receivable and accounts payable functions, including preparing invoices for traffic details, receiving revenue, and posting transactions to the account ledger.
Compile statistics for Department reports.
Receive and screen telephone calls and visitors for the Chief; answer inquiries when appropriate, take messages, or refer matters to the Chief.
Schedule appointments and meetings for staff.
Prepare and proofread correspondence, memoranda, forms, and reports, including confidential material, using standard office and specialized police department software; take and transcribe dictation as needed.
Maintain and update the Department’s portion of the Town website.
Handle confidential personnel matters, including personnel files, tracking raises and bonuses, processing college reimbursement requests, tracking appraisal deadlines, submitting Personnel Action requests, and preparing personnel reports.
Ensure workers’ compensation claim forms are complete and reported to Human Resources in a timely manner.
Supervise Department office staff, oversee work, approve vacation requests, address concerns, evaluate performance, recommend disciplinary action, and issue approved discipline.
Assist with state-conducted audits for NH Police Standards Training.
Organize and prepare Department-related functions.
Collect and track funds and fundraising activities for the comfort dog program.
Open, sort, and deliver Department mail; oversee the filing system and maintain reference files.
Recommend changes to office procedures and forms.
Work with the Chief to prepare the Department’s annual budget.
Ensure office machines, including computers and copiers, are properly maintained and arrange service when needed.
Order supplies and maintain expenditure records.
Occasionally attend minor meetings and functions as a Police Department representative to gather information or take notes.
Perform Department secretarial duties in staff members’ absence and other related duties as required.