Senior Clerk, Police Department

Town of Marblehead•Marblehead, MA

1d•$56,352 - $68,750•Onsite

About The Position

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

Requirements

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

Responsibilities

Screens calls and visitors for the Chief and updates his calendar as needed.
Assists the Chief in planning and preparation of the Department budget for the Police Department and Animal Control Department.
Monitors budget and salary line items for both Departments.
Prepares weekly payroll from timesheets for approximately 70 employees.
Maintains department 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.
Create weekly spreadsheets to pay officers for details that are added to their weekly timesheets.
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.