Police Secretary III

Layton City•Layton, UT

About The Position

GENERAL PURPOSE Performs a variety of routine administrative and advanced secretarial duties as needed to expedite the administrative processes and procedures of the Police Department. ESSENTIAL FUNCTIONS Promotes and follows the City's mission statement, values and expectations. Performs confidential secretarial and clerical functions for department staff; types all administrative material and correspondence including reports, letters, memos, special bulletins, schedules, documents etc.; composes correspondence, reports, statements, memoranda, and other material requiring judgment as to content, accuracy and completeness; takes and transcribes confidential dictation and special correspondence; takes and transcribes minutes. Assists to maintain various personnel records; distributes and collects department timesheets, calculates hours worked and overtime; apprises payroll of proper payment amounts; performs leave accounting, posts vacation and sick leave accrual and usage; balances accounts. Operates computer terminal as needed to create, maintain and retrieve various law enforcement statistics, reports and information; maintains various files, documents and records; maintains alpha and numeric files for each file item and updates as needed; may prepare various state and federal reports showing department activity; maintains records of departmental fixed assets, tracks costs, purchase dates and depreciation. Maintains calendar; schedules meetings and appointments; apprises supervisors of activity schedule and coordinates with department management. Maintains sufficient understanding of other department secretarial positions to perform essential functions in their absence. Receives and enters work orders for all vehicle maintenance needs; distributes maintenance schedules for vehicles describing maintenance activities for the period. Performs general receptionist duties; receives and routes telephone calls; greets the public and directs to appropriate personnel; responds to questions and disseminates public information. Performs other related duties as required.

Requirements

High school diploma or GED
One year of specialized training provided through technical or business college
Three years of progressively responsible experience performing above or related duties
OR An equivalent combination of education and experience

Responsibilities

Performs confidential secretarial and clerical functions for department staff
Types all administrative material and correspondence including reports, letters, memos, special bulletins, schedules, documents etc.
Composes correspondence, reports, statements, memoranda, and other material requiring judgment as to content, accuracy and completeness
Takes and transcribes confidential dictation and special correspondence
Takes and transcribes minutes
Assists to maintain various personnel records
Distributes and collects department timesheets, calculates hours worked and overtime
Apprises payroll of proper payment amounts
Performs leave accounting, posts vacation and sick leave accrual and usage
Balances accounts
Operates computer terminal as needed to create, maintain and retrieve various law enforcement statistics, reports and information
Maintains various files, documents and records
Maintains alpha and numeric files for each file item and updates as needed
May prepare various state and federal reports showing department activity
Maintains records of departmental fixed assets, tracks costs, purchase dates and depreciation
Maintains calendar
Schedules meetings and appointments
Apprises supervisors of activity schedule and coordinates with department management
Maintains sufficient understanding of other department secretarial positions to perform essential functions in their absence
Receives and enters work orders for all vehicle maintenance needs
Distributes maintenance schedules for vehicles describing maintenance activities for the period
Performs general receptionist duties
Receives and routes telephone calls
Greets the public and directs to appropriate personnel
Responds to questions and disseminates public information
Performs other related duties as required