ADMINISTRATIVE ASSISTANT

DUTIES: Copy, transcribe and tape requested dispatch run and telephone information for public safety officers, officials, and citizens in compliance with the Access to Public Records Act. Prepare news releases and notices to maintain compliance with the Open Door Law.
Assist Director, Deputy Director, and Administrative Supervisor in testing applicants. Schedule polygraph testing, physical examination(s), and psychological examination(s) for successful applicants. Ensure that all required paperwork regarding the hiring of employees is submitted to City Personnel and Computer Services in a timely manner. Schedule and direct new employees through City orientation and fingerprinting. Prepare work schedules and overtime assignments for 35 Teamster employees, 8 supervisors, the communications specialist, and Office Manager. Ensure that minimum manpower requirements are always met. Maintain personnel records and update changes, assuring medical files are maintained in a separate and confidential file. Records and prepares the minutes of the Dispatch Board of Directors, staff meetings and any other meetings as requested by the Central Dispatch Director. Also prepares agenda information packets for Dispatch Board members. Maintain confidential information with the utmost discretion, including personnel files. Compose, edit, type and sign routine letters and memorandums. Prepare and distribute outgoing mail. Send and receive messages using facsimile equipment. Draw up forms for Central Dispatch using Microsoft word, Excel, or other software programs. Maintain calendar of Director, Deputy Director and Administrative Supervisor’s appointments, meetings, and due dates. Make sure these dates and times are brought to the Director’s attention daily. Keep cleaning and office supplies in stock and notify Director when those supplies and paper products are needed. Maintain good working knowledge of city and union employee contracts and financial record keeping procedures. Ensures all necessary permissions to travel are obtained and paperwork is completed. Prepare information packet(s) with all necessary documents and information for the traveler. Greet and respond to visitors and all citizens who walk into the Dispatch Center and determine the nature of inquiry. Prioritize the request and route the individual to the appropriate person and/or prepare and supply the requested information, tapes, or paperwork. Occasionally attend prescribed in-service and/or training programs assigned or required. Sort, open, and deliver incoming mail. Answer and direct incoming calls and run errands. Make trips to the Civic Center to pick up and deliver mail, supplies and/or equipment, turn in paperwork to the Controller’s office and other offices as needed. Perform other duties as assigned.

QUALIFICATIONS: Must possess a valid driver's license. Ability to meet all department hiring and retention requirements as established for this position. Demonstrated a high degree of emotional stability, personal integrity, self-confidence, and self-motivation. Must be able to handle and maintain all types of confidential information. Be available to work overtime upon request. Must be personable and professional in appearance and when dealing with employees and visitors. Will exclude any personal biases from work performance. Possess excellent verbal and written communications skills. Have the ability to understand, coordinate and initiate multiple directives. Act in a decisive manner using good judgment. Exercises independent judgment within the scope of assigned authority to select the best methods to achieve desired results. All questions or concerns will be called to the attention of the Director, Deputy Director or Administrative Supervisor for direction. Ability to communicate effectively with the public, coworkers, managers, vendors, and outside agencies in a courteous and tactful manner. Ability to effectively listen, comprehend and communicate with superiors, the public, other officials, coworkers and agencies by telephone, email and in person. Be willing to accept constructive criticism and discipline. Basic knowledge of City/County government functions. Ability to make practical application of the customary practices, procedures and rules and regulations of Central Dispatch. Ability to produce a high quality and quantity of accurate work. Well organized and detail oriented. Able to perform multiple tasks simultaneously. Ability to coordinate and prioritize heavy workloads and meet specific deadlines. Must be knowledgeable of “priority” work and demonstrate ability to suggest, learn, initiate, and implement new ideas in the office and in procedural areas. Must demonstrate a working knowledge of telephone, computers, general office software, office equipment, office operations and abilities during the probationary period. Become familiar with the Teamster’s Contract and the policies and procedures outlined in the procedure manual. Must have a high school diploma or G.E.D. Prefer one year of prior secretarial/office experience. Prefer computer experience with Windows applications, Microsoft Office 365 software and other computer programs. Education and experience indicating the ability to be trained for the position will be considered.

Position : 1701050

Code : 1140-1

Type : INTERNAL & EXTERNAL

Location : CENTRAL DISPATCH

Posting Start : 12/16/2024

Posting End : 12/31/9999