What are the responsibilities and job description for the Administrative Assistant II position at City of Colorado Springs?
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As an Administrative Assistant II, you will:
- Screen, prioritize, and route incoming mail, phone calls, and visitors for the Division.
- Compose and type memos and letters from briefs and written/oral instruction; type from copy or transcriber, arrest warrants, public nuisance warrants; compile information and prepare necessary reports.
- Design, organize, and maintain filing system, office forms, and formats for reports and correspondence.
- Responsible for Division purchasing card. Reconciles all division employees’ purchases by uploading signed receipts into the accounting software.
- Take minutes at meetings.
- Monitor the Division Commander's phone, respond to inquiries, and refer calls to appropriate personnel.
- Serves as liaison for the assigned area with other City departments, divisions, and outside agencies.
- Maintain the appointment calendar for the Commander.
- Coordinate meetings with division personnel.
- Coordinate the collection of all monthly reports and produce a formatted report for the approval of the Division Commander.
- Coordinate repair services for office equipment; create work orders for IT issues and all problems within the buildings and the grounds.
- Disseminate General Orders, SOP’s, and bulletins.
- Assist in access for utility information.
- Manage and submit all required access requests for new people, including but not limited to: business cards, CJIS access, access cards, IBM numbers for outside agencies, name tags, telephone, and voice mail.
- Assist with projects by collecting requested information from various law enforcement and court databases, including the use of NCIC/CCIC to run criminal histories, and tracking the progress
- Keeps updated list of officers’ telephone numbers, and call signs via division rosters
- Assists with budget, prepares purchase orders, and submits through the proper channels.
- Acts as Public Notary
Knowledge, Skills and Abilities:
- Basic computer experience with experience with Microsoft Word, Outlook and Excel
- Proficiency in data entry.
- Ability to work independently.
- Strong organizational skills.
- Ability to maintain strict confidentiality.
- Knowledge of modern office procedures, methods, and equipment including computers and supporting software
- Knowledge of Microsoft Word
- Ability to communicate clearly and concisely, orally and in writing
- Ability to establish and maintain effective working relationships
- This position requires a resourceful individual with strong organizational skills and the ability to prioritize and multi-task.
- Equivalent to completion of the twelfth grade (high school diploma or GED)..
- Three years of full time, professional experience in a related field.
- Possess, or obtain within three months of hire, NCIC OSN (Operator Service Number) certification.
One year of relevant work experience may be substituted for one year of required education (OR) one year of relevant academic coursework beyond the minimum requirement may be substituted for one year of required professional experience.
- Strong knowledge of Microsoft Word, Excel, PowerPoint and Outlook.
- Familiarity with Access and Google Document creation.
- Good public relations skills and a high degree of independent initiative, creativity and confidentiality.
- Experience in Public Safety.
Pre-employment Requirements: The job offer will be contingent upon successful completion of a polygraph examination, extensive background check, and other pre-employment assessments.
Applicants that have used marijuana or CBD products within 3 months from the date of their application submission will not be eligible for hire. More information about the Colorado Springs Police Department’s Marijuana Use Policy can be found here.
The job offer will be contingent upon successful completion of a polygraph examination, extensive background check, and other pre-employment assessments.
The background check for this position includes a polygraph examination and fingerprinting.
Salary : $3,775 - $4,532
