Senior Clerk, Police Department

Town of Marblehead • Marblehead, MA

9h

About The Position

SUMMARY : Administrative Assistant to the Chief of Police, and responsible for the general secretarial support for the Police Department.

Requirements

• High School plus specialized courses in business administration with three to five years of related experience.
• Proficiency in Excel or other spreadsheet software is required.

Responsibilities

• Screens calls and visitors for the Chief and updates his calendar as needed. Sometimes it requires handling of confidential/sensitive calls or visitors.
• Assists the Chief in planning and preparation of the Department budget for the Police Department and Animal Control Department.
• Closely monitors budget and salary line items for both Departments.
• Performs various duties of a similar nature and complexity as required by the Chief.
• Prepares weekly payroll from timesheets for approximately 70 employees with particular attention to special issues such as shift differentials and overtime.
• Responsible for maintaining dept. payroll data and verifying reports with the Payroll Dept.
• Interpretation and compliance with two Collective Bargaining Agreements are required. Implement all salary changes due to contractual obligations as needed.
• Creates weekly spreadsheets for all police details in order to invoice vendors. Responsible for sending invoices and collecting monies due. A second spreadsheet is created weekly to pay officers for details that are added to their weekly timesheets. Also, create weekly spreadsheets for individual town departments for their payroll.
• Prepares weekly bill tickets for payment of all Department expenses, as well as the Animal Control Dept.
• Interfaces with police officers regarding issues of department policy, uniform allowances, and use of leave time.
• Maintains all confidential files for leave time, payroll, and personnel records.
• Maintains, reviews, and reconciles all salary and expense reports with Payroll and the Finance Department for the Police and Animal Control Departments.
• Grant Reporting and Reimbursement - closely monitors and prepares Government forms for reimbursement.
• Processes mail to include opening, sorting, distributing, and doing general correspondence on routine matters as required.
• Makes weekly deposits for all monies received in the Department, Quarterly report/payment of fees to the Commonwealth of Mass Firearms Record Bureau.
• Responsible for processing and payment of injury and workers' compensation claims.
• Maintains log and sends invoices to residents and businesses for false alarms.
• Orders and maintains inventory for all office supplies.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED