at City of Safford in Safford, Arizona, United States

Job Description

Summary:  Under general supervision, performs administrative office coordination and clerical support for one or more department(s).

Distinguishing Characteristics: This is single level job class.  This position reports to the Executive Assistant to the Chief of Police or Chief of Police.

Essential Job Functions:  Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics.  The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities.   Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks

• Conducts a variety of special projects and assignments involving programs, systems, operations, special needs, issues or activities of the assigned department(s).  Researches, analyzes and prepares recommendations or conclusions on assigned projects.
• Organizes and coordinates office functions, activities and communications with departmental and City staff as well as citizens, community businesses and agencies and other outside organizations.
• Prepares reports, charts, graphs, presentations or other documents.  Assures the proper review, routing and completion of department(s) paperwork.        Maintains department(s) records such as attendance, payroll, and financial documents.
• Provides staff support and administrative assistance to boards, committees, or commissions; attends and records meetings and types meeting minutes; prepares reports, agendas, correspondence and other materials as appropriate and according to decisions and approved actions.
• Researches, analyzes and prepares information on a variety of topics for dissemination to the public through the media, conference presentations, community meetings and City communications.
• Interacts with visitors and the public by phone; provides information, receives and processes requests and complaints and routes individuals to proper department or individuals as appropriate.
• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS 

Required Knowledge and Skills:

• Knowledge of organization, functions and activities of the assigned department(s).
• Knowledge of financial and statistical record-keeping techniques.
• Knowledge of office practices, procedures and equipment.
• Knowledge of applicable laws, codes, regulations, policies and procedures.
• Knowledge of office management techniques.
• Skill of interpersonal skills using tact, patience and courtesy.
• Skill in planning and performing complex administrative office coordination duties.
• Skill in operating a computer and related software (i.e. Microsoft Office Applications, Office365, etc.).
• Skill in maintaining confidentiality and security of records and information.
• Skill in researching and analyzing data and information to develop, evaluate and present alternative recommendations.
• Skill in evaluating and recommending improvements to office operations, procedures and policies.
• Skill in communicating effectively both orally and in writing.
• Skill in Customer Service.
• Skill in reading, interpreting, applying, and explaining codes, rules, regulations, policies and procedures.
• Skill in directing the activities of youth workers, other office personnel and inmates as assigned.
• Skill in following procedures and effectively communicating verbally and in writing.
• Skill in establishing and maintaining effective working relationships with co-workers.

Education, Experience, Certifications and Licenses:

• High School diploma or equivalent GED certificate, or equivalent experience.
• Associates Degree in secretarial science, office management or a related field (preferred).
• Three (3) years’ experience in a professional office environment.
• OR an equivalent combination of training and experience that provides the required knowledge and skills
• Ability to obtain ACJIS Operator Certification within one (1) year of hire.
• Ability to become a Notary Public within three (3) months of hire date. (required to maintain employment)

Environmental Factors and Conditions/Physical Requirements:

• Work is performed in an office environment with constant interruptions and changing priorities.
• Subject to regular standing, walking, sitting, bending, reaching, and occasional lifting of up to 50 pounds.
• May be subjected to blood, bodily fluids, firearms and other hazardous materials.