What are the responsibilities and job description for the Administrative Assistant IV-Police position at City of Fairfax?
Description
This position provides extensive administrative support to the Chief of Police, involving varied and complex tasks that require independent judgment, organizational skills, and thorough knowledge of the department’s goals and objectives. The role includes interacting with all ranks within the department and City officials on confidential and sensitive matters.
Examples Of Duties
Assist the Chief and Deputy Chief with daily administrative tasks, including managing schedules and appointments, coordinating meetings, handling correspondence, preparing executive level reports, ensuring timely communication and coordination. Support the organization of departmental activities and manage workflow to ensure efficiency and productivity.
Manage the Chief's Citizen Advisory Committee responsibilities, including communicating with members, coordinating meetings, preparing meeting minutes, and maintaining calendars.
Oversee local budget administration, including the allocation and tracking of funds, receipt and reconciliation of purchase receipts, and logging transactions. Works closely with police division commanders. Coordinate with the City Hall budget office and collaborate with the Deputy Chief to ensure adherence to financial rules and budgetary compliance throughout the fiscal year.
Coordinate and attend police department-sponsored ceremonies and special events.
Maintain office supplies.
Establish and maintain administrative, financial, and department-related hardcopy and electronic records and files. Ensure the proper handling and security of confidential records in accordance with departmental policies and legal requirements. Coordinate personnel file documents with City HR.
Handle inquiries from citizens and other agencies, ensuring timely and accurate responses while maintaining confidentiality and adhering to departmental protocols.
Maintain knowledge of department equipment contracts and liaise with the Office of Procurement Services and individual vendors.
Coordinate employee evaluation compliance with City HR.
Arrange training and travel for department personnel; handle related documentation.
Provide assistance to department members as needed.
The duties listed above are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
Qualifications
Requires High School graduation or GED equivalent.
U.S. Citizenship or eligibility for employment.
Successful completion of background investigation, including drug history and polygraph test.
Proficiency and skillset with the Microsoft Office suite.
Proven experience in providing administrative support
May be required to demonstrate typing proficiency and skillset with the Microsoft Office suite.
Necessary Knowledge, Skills, and Abilities:
Knowledge of administrative practices, office procedures, and equipment.
Proficiency in business English, grammar, arithmetic, and accounting.
Familiarity with municipal government structures, police department practices, and budget processes.
Skilled in computer software, including Microsoft Office.
Ability to work independently, make responsible decisions, and maintain confidentiality.
Effective oral and written communication skills.
Additional Desirable Qualification:
Advanced proficiency in computer software, including Microsoft Office Suite and other relevant software, with certifications.
Bachelor's degree in Business Administration, Public Administration, or a related field.
Experience managing budgets and financial records.
Completion of an accredited business school.