FPD Administrative Assistant - Equipment Manager

JOB
The FPD Administrative Assistant provides essential administrative support to the Police Department, helping to ensure efficient and effective operations. This role requires excellent organizational skills, attention to detail, and the ability to handle confidential information with discretion. The Administrative Assistant - Equipment Manager is an additional duty assignment responsible for assisting the department with equipment management while providing support to the functions of the FPD Administrative Assistant. This position is bargained through PSEA and reports to the Chief of Police.

EXAMPLE OF DUTIES
Essential Job Functions: Administrative and Secretarial Duties: Perform complex administrative, secretarial, and clerical tasks.Recommend improvements in workflow, procedures, and the use of equipment and forms.Department Administration: Participate in preparing comprehensive reports, agendas, and meeting minutes.Assist in compiling annual budget requests and documents.Complete payroll duties for the Police Department.Reporting and Record Keeping: Develop reports concerning new or ongoing programs and their effectiveness.Maintain records for attendance, facilities usage, service levels, permits, and related data.Prepare statistical reports as required.Scheduling and Coordination: Help maintain a calendar of activities, meetings, and events for the Fairbanks Police Department.Coordinate activities with other city departments, the public, and outside agencies.Make travel arrangements as required.Communication: Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems, and precedents.Provide information and forms to the public as needed.Office Management: Operate a variety of office equipment, including multiline phones, copiers, facsimile machines, and computers.Input and retrieve data and text; organize and maintain storage and filing.Department Operations: Assist in various department operations.Perform special projects and assignments as requested.Contact the public and outside agencies to acquire and provide information and make referrals.Receive, sort, and distribute incoming and outgoing correspondence.Equipment Management: Work with newly hired police officers and staff to issue uniforms, duty gear, and other equipment.Maintain a database and supply of general equipment, including uniforms, safety equipment, duty gear, portable radios, firearms (in conjunctions with the firearms coordinator), body armor, badges, vehicles, and other necessary equipment.Will serve as the liaison with the third-party vendors, Public Works, and IT on vehicle and vehicle related equipment matters.Maintain and organize storage closets and garage bays.Knowledge, Skills, and Abilities: Candidates hired must satisfactorily demonstrate these factors during a prescribed probationary period for continued employment.Knowledge of: Principles of local government and police administrative functions, including budgeting, purchasing, and equipment management.Business letter writing and basic report preparation techniques.Methods and practices used in receiving, storing, and issuing materials, supplies and equipment.Concepts of auditing and maintaining inventory records.Modern office procedures, methods, and computer equipment.Record keeping principles and procedures.Pertinent federal, state, and local laws, codes, and regulations.Basic mathematical principles.Correct English usage, spelling, punctuation, and grammar.Skills and Abilities: Independently perform the most difficult secretarial and administrative support services.Interpret, explain, and enforce department policies and procedures.Use independent judgment and personal initiative in performing responsible and difficult secretarial work.Understand the Fairbanks Police Department and operation of the City and outside agencies as necessary to assume assigned responsibilities.Independently prepare correspondence and memoranda.Work independently in the absence of supervision.Use computer technology and applications in the performance of daily activities.Work cooperatively with other departments, city officials, and outside agencies.Communicate clearly and concisely, both orally and in writing.Establish and maintain effective working relationships with those contacted in the course of work.

SUPPLEMENTAL INFORMATION
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.Environment: Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions.Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; travel to other locations; and to verbally communicate to exchange information.Vision: See in the normal visual range with or without correction.Specific vision abilities required by this job include close vision and the ability to adjust focus.Hearing: Hear in the normal audio range with or without correction.