Administrative Assistant/Police Chief

JOB

The incumbent is responsible to perform administrative and secretarial duties and assist with other business matters at the direction of the Chief of Police.Safety/Security Sensitive Designation: This position is classified as safety/security sensitive under the Arkansas Medical Marijuana Amendment and is therefore subject to random drug and alcohol testing.

EXAMPLE OF DUTIES

Provide good customer service to both internal and external customers; maintain positive and effective working relationships with other City employees (especially members of their own team), and have regular and reliable attendance that is non-disruptive.Prepare all clerical documents and correspondence from the Chief of Police; screen telephone calls and correspondence. Maintain the calendar for the Chief of Police in conjunction with the Command Staff's calendars, to include the Assistant Chief of Police and Captains. Respond to questions from the public and other city officials.Order materials and supplies for the Command Staff.Ensure that workers' compensation claims are filed in a timely manner with the Human Resources Department.Ensure that LOPFI records are current and work in conjunction with the City Clerk's office to maintain LOPFI information.Maintain and monitor the Benevolent Fund for the department. Maintain all department personnel files in compliance with Federal, State and local laws, providing the necessary personnel records to the Human Resources Department and administration. Work with the training unit to gather general information for employee files for newly hired employees. Maintain vital police department rosters; create forms and update databases as required.Maintain police department email groups. Take minutes, and transcribe meeting and disciplinary hearings. Set up rooms for meetings. Provide training to employees of system changes in responsibility area. Maintain confidential and sensitive information and support for the Chief of Police.Enter timesheets for all department employees, work with the Payroll Accountant to ensure data was entered correctly, and that checks are correct and delivered on time. Upload employee timesheets to the server for audit purposes. Create payroll change notices for new employees, resignations, retirees, terminations, position changes within the department, certificate and specialty pay, as well as yearly employee raises. Accounts payable: prepare credit card statements and department invoices for