Administrative Assistant - Police Dept.

THE CITY OF FOUNTAIN VALLEY

The City of Fountain Valley is nestled in the heart of Orange County. With approximately 60,000 residents, we are a mid-sized full service Police Department that proudly serves our wonderful community with courage, duty, and commitment. With City events like our Summerfest and National Night Out, we actively participate alongside community members to build a safe and vibrant City. The City of Fountain Valley is only 7 miles from the beach with countless restaurants, entertainment venues, shopping center, and Disneyland within 15 miles radius of the City providing many options for a rich work-life balance.

FOUNTAIN VALLEY POLICE DEPARTMENT

The Fountain Valley Police Department's mission is to demonstrate the courage to protect life and property in our community. The duty to provide the highest quality of service in a fair, impartial and ethical manner and the commitment to take a leadership role in providing public safety and quality of life in a manner that will preserve the public trust.

The Police Department is comprised of dedicated professionals including the Chief of Police, 2 Captains, 3 Lieutenants, 1 Support Services Manager, 10 Sergeants, 9 Corporals, 39 Police Officers, 9 full-time Dispatchers and 1 part-time Dispatchers, Crime Analyst, Identification Technician, Record Clerks, Community Services Officers and administrative staff.

CLASS DEFINITION:
Perform a wide variety of administrative staff functions in the support of a department; coordinates and schedules department activities; completes research and analysis; drafts a variety of reports and other correspondence; and perform other duties as assigned.
 
SUPERVISION RECEIVED AND EXERCISED:
The incumbent works under the general supervision of the Department Director and may exercise functional supervision over clerical, part-time, or volunteer staff.ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Plan and organize the general business operations of the department; formulate, affect, interpret and/or implement management policies or operating practices, policies and procedures to expedite work flow and processes and to facilitate the implementation of policies and programs.
• Provide administrative support to a Department Director; answer department telephones, receive visitors, proofread documents, process mail and maintain the department's records management system.
• Process responsible administrative details not requiring the immediate attention of the supervisor; initiate and maintain contact with individuals, groups and agencies; receive and investigate complaints; represent and act for the supervisor in accordance with broad guidelines and good judgment. 
• Conduct research, analyze data, and prepare written and/or oral conclusions and recommendations on assigned projects, including preparation of Council Action Reports; assist in the preparation of grants; and observe operations and prepare forms, procedures, manuals, and regulations aimed towards more effective methods of operation.
• Assist in the preparation of the annual budget, compile budgetary data and track account expenditures.
• Operate a computer and must be proficient at an intermediate or advanced level, in the use of Word, Excel, PowerPoint, Outlook or similar computer software.  Proficient in the use of Access and Publisher is desirable.
• Schedule meetings; locate, schedule and set up meeting rooms; prepare and distribute meeting agendas; assembling background materials; take minutes of meetings; transcribe and distribute minutes as required.
• Receive and document citizen complaints and service requests either by telephone, correspondence, or in person referring complaints to the appropriate staff member for action; follow-up on complaints and prepare appropriate reports or correspondence on complaints.

OTHER JOB-RELATED DUTIES:

• May ensure legal notices and hearing publications are prepared and posted according to state laws and City ordinances.
• Perform other duties as assigned.

EDUCATION REQUIRED:
An Associate's degree or the equivalent college coursework (60 units) is required.
 
EXPERIENCE:
Three years of increasingly responsible clerical or administrative support experience including research, analysis and writing reports.  Previous municipal experience is highly desirable.

KNOWLEDGE OF:

• Modern office procedures, methods, computer equipment, and software.
• Principles and practices of administrative research and statistical analysis.
• Recordkeeping techniques and procedures.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Methods and techniques of public relations and customer service.
• Basic functions of public agencies, including the role of an elected Council and appointed boards and commissions.
• The rules and procedures governing public notices and conduct of public meetings.
• Techniques of business letter writing and report preparation.

REQUISITE ABILITIES/SKILLS:

• Effectively manage and organize the work of a professional administrative office.
• Read, understand and apply complex materials.
• Receive confidential information and maintain the confidentiality of that information.
• Must possess a strong customer service orientation and be a team player.
• Proficiently operate a computer terminal using Word, Excel, Access, Power Point, Outlook, Publisher, and other related computer software.
• Prepare clear, concise, grammatically correct reports, memos, and correspondence on a wide range of subjects.
• Interpret and apply administrative and departmental policies and procedures.
• Work independently within established departmental procedures, exercise discretion and sound judgment, and maintain the confidentiality of information.
• Establish and maintain effective working relationships with employees, City officials, and the public.
• Communicate effectively, both orally and in writing.
• Plan effectively, prioritize assignments, and meet deadlines.
• Perform basic mathematical calculations.
• Exercise tact and diplomacy in explaining and obtaining compliance with department administrative procedures.

LICENSE:
A valid California Class "C" driver's license.
 
SPECIAL REQUIREMENT:
Must be available to work some evenings and/or weekend days as assigned.

Salary : $31 - $37