Secretary (Police Department)

City of Vallejo•Vallejo, CA

2d•Onsite

About The Position

The Vallejo Police Department is seeking a Secretary to provide administrative and clerical support to the Office of the Chief and other Vallejo Police Department executive staff. The ideal Secretary candidate will possess at least two years of clerical and secretarial experience, can manage multiple projects and tasks with tight timeframes, and coordinate schedules with discretion. They will take initiative and have the ability to handle complex and highly sensitive matters with tact and diplomacy, and is able to prioritize and manage multiple tasks in a fast-paced setting. They will be detailed-oriented, highly organized, a creative thinker and problem solver, and will demonstrate exceptional communication and interpersonal skills.

Requirements

Two years of responsible secretarial and clerical experience.
Equivalent to completion of the twelfth grade.
English usage, spelling, grammar and punctuation.
Modern office procedures, methods and computer equipment.
Business letter writing and basic report preparation.
Principles and procedures of record keeping.
Perform secretarial and clerical work involving the use of independent judgment and personal initiative.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Compile and maintain records.
Type at a speed necessary for successful job performance.
Operate and use modern office equipment including a computer.
Work independently in the absence of supervision.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.

Nice To Haves

Additional specialized secretarial or clerical course work is desirable.

Responsibilities

Manage and coordinate office support functions; direct the work activities of assigned clerical personnel; prioritize and coordinate work assignments; review work for accuracy.
Perform administrative duties within the clerical support system; supervise the ordering and storage of appropriate supplies; monitor budget as assigned; recommend improvements in work flow, procedures and use of equipment and forms.
Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities; receive and route mail.
Type and proofread a wide variety of reports, letters, memoranda, flyers and statistical charts; type from rough draft, verbal instructions or transcribing machine recordings; compose correspondence related to assigned responsibilities.
Compile data for special projects; collect and assemble data and background materials for a variety of reports; assist in a variety of department operations; perform special projects and assignments as requested.
Maintain calendars of department and division activities, meetings and various events; coordinate activities with other City departments, divisions, the public and outside agencies.
Perform general clerical work including filing, scheduling appointments and meetings, and processing payroll, accounts payable and reimbursement requests.
Organize and maintain filing systems; maintain records related to specific area of assignment.
Verify and review materials for completeness and conformance with established regulations and procedures.
Operate a variety of office equipment including a computer; input and retrieve data and text; organize and maintain disc storage and filing.
Order and maintain office supplies.
Perform related duties and responsibilities as required.