What are the responsibilities and job description for the Management Analyst-Police position at City of Gahanna?
JOB
Supports the Division of Police by performing specialized support utilizing various internal scheduling and payroll software applications to efficiently and effectively process payroll, allocate Division personnel across various shifts and job assignments; provides administrative and technical support to Executive Staff; assists citizens, internal and external department staff, businesses, attorneys, contractors, etc. with various requests, inquiries or problems; performs records management, general accounting and/or bookkeeping functions; serves as a back up to the Division’s other clerical staff.
EXAMPLE OF DUTIES
Performs specialized clerical and administrative tasks (some of which are highly confidential in nature) in support of Executive Staff (e.g., schedules appointments, prepares travel plans, prepares analytical reports, prepares correspondence, acts as public liaison, performs research, and maintains records in accordance with retention schedule).Performs the duties of Office Coordinator for the Division by coordinating needed service requests for all office equipment, Division payroll submissions, supplies, and; manages the maintains required files and records (e.g., personnel files, personnel training records and division-issued equipment files). Maintains all Division databases to include; patrol scheduling, new hire backgrounds, special duty assignments, resident home vacation checks, seniority, special event scheduling, and minimum staffing levels.Maintains files and documents on the Division employees’ time sheets, recording overtime, comp time requests, time off, etc.; calculates time and submits to the Payroll Team.Exercises independent thinking while providing complex reports and administrative support for the Chief and Deputy Chief of Police or other Executive staff as directed; composes and types letters, memorandums, reports and other correspondence.Maintains database(s) related to department functions or activities; enters data; proofs, balance or verifies information for accuracy; updates database(s) as needed; collects and records payments if applicable, prints contracts, report or receipts; files or submits documents/reports to appropriate departments, command staff, city official, or government agency, etc. to ensure compliance with all policies, guidelines, laws, statutes, rules and regulations.Cross-trains with other department staff to cover absences, vacations, sick leave, etc.; processes court documents in the absence of the public records personnel and enters reports in the records management database.Completes special projects as assigned; performs research, coordinates with other staff, develops reports, researches records and files and provides requested information on technical or complex issues.Maintains complex and detailed files and records.Assists with development and preparation of department budget for operations and projects from an array of accounts within various funds.** Regular, predictable, and punctual attendance is required.
SUPPLEMENTAL INFORMATION
Knowledge Of: Office administrative procedures, comprehensive and proven knowledge of office terminology, procedures and equipment as well as business English, spelling and arithmeticInternal departmental policies, programs and proceduresCity ordinances and applicable regulations English grammar and spellingRecords management City/Division goals and objectives City/Division policies and procedures and related personnel rules and regulations Public relationsPurchasing, payroll and personnel proceduresApplicable state, federal and local ordinances, laws, rules and regulations related to area of assignmentExternal governmental bodies and agencies related to area of assignmentAll computer applications and hardware related to performance of the essential functions of the jobMicrosoft Office Suite, Microsoft Power BIRecord keeping, report presentation, filing methods and records management techniquesSkill in: Preparing clear and concise reports, correspondence and other written materialsUsing tact, discretion, initiative and independent judgment within established guidelinesAnalyzing and resolving office administrative situations and problemsResearching, compiling, and summarizing a variety of informational and statistical data and materialsOrganizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of directionApplying logical thinking to solve problems or accomplish tasks; understanding, interpreting and communicating complicated policies, procedures and protocolsUsing a computer to accurately and rapidly enter and retrieve data and information.Communicating orally and in writing with internal staff, citizens, public officials, and other departmental staff in order to give and receive information in a courteous manner.Operation and routine maintenance of general office machines such as copiers, facsimile machines, and telephone systems.Ability to: (Mental and Physical Abilities)Read and interpret documents such as operation and maintenance instructions, procedure manuals, etc.Interpret bargaining unit agreement language and apply to biweekly timesheet submissionsHandle a high degree of accountability and liability. Understand and carry out written and oral instructions, giving close attention to detail and accuracy.Establish and maintain effective working relationships with others. Speak and write effectively, both orally and in written form.Draft and type correspondence.Add, subtract, multiply and divide whole numbers, common fractions and decimals.Deal with problems involving several variables in standardized situations.While performing the essential functions of this job, the incumbent is regularly required to sit; use hands to grasp, handle, or feel objects, keyboard; reach with hands and arms; speak and hear; read and write; and occasionally push, pull and/or lift light objects up to 10 pounds.Working Conditions: Work is performed in a normal office environment with little exposure to outdoor temperatures or dirt and dust.The incumbent’s working conditions are typically moderately quiet.This is light work requiring the exertion of up to 20 pounds occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects; work requires reaching, fingering, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word, and conveying detailed or important instructions to others accurately, loudly, or quickly; hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and/or make fine distinctions in sound; visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and thoroughness of work, and observing general surrounding and activities; the worker is not subject to adverse environmental conditions.
Supports the Division of Police by performing specialized support utilizing various internal scheduling and payroll software applications to efficiently and effectively process payroll, allocate Division personnel across various shifts and job assignments; provides administrative and technical support to Executive Staff; assists citizens, internal and external department staff, businesses, attorneys, contractors, etc. with various requests, inquiries or problems; performs records management, general accounting and/or bookkeeping functions; serves as a back up to the Division’s other clerical staff.
EXAMPLE OF DUTIES
Performs specialized clerical and administrative tasks (some of which are highly confidential in nature) in support of Executive Staff (e.g., schedules appointments, prepares travel plans, prepares analytical reports, prepares correspondence, acts as public liaison, performs research, and maintains records in accordance with retention schedule).Performs the duties of Office Coordinator for the Division by coordinating needed service requests for all office equipment, Division payroll submissions, supplies, and; manages the maintains required files and records (e.g., personnel files, personnel training records and division-issued equipment files). Maintains all Division databases to include; patrol scheduling, new hire backgrounds, special duty assignments, resident home vacation checks, seniority, special event scheduling, and minimum staffing levels.Maintains files and documents on the Division employees’ time sheets, recording overtime, comp time requests, time off, etc.; calculates time and submits to the Payroll Team.Exercises independent thinking while providing complex reports and administrative support for the Chief and Deputy Chief of Police or other Executive staff as directed; composes and types letters, memorandums, reports and other correspondence.Maintains database(s) related to department functions or activities; enters data; proofs, balance or verifies information for accuracy; updates database(s) as needed; collects and records payments if applicable, prints contracts, report or receipts; files or submits documents/reports to appropriate departments, command staff, city official, or government agency, etc. to ensure compliance with all policies, guidelines, laws, statutes, rules and regulations.Cross-trains with other department staff to cover absences, vacations, sick leave, etc.; processes court documents in the absence of the public records personnel and enters reports in the records management database.Completes special projects as assigned; performs research, coordinates with other staff, develops reports, researches records and files and provides requested information on technical or complex issues.Maintains complex and detailed files and records.Assists with development and preparation of department budget for operations and projects from an array of accounts within various funds.** Regular, predictable, and punctual attendance is required.
SUPPLEMENTAL INFORMATION
Knowledge Of: Office administrative procedures, comprehensive and proven knowledge of office terminology, procedures and equipment as well as business English, spelling and arithmeticInternal departmental policies, programs and proceduresCity ordinances and applicable regulations English grammar and spellingRecords management City/Division goals and objectives City/Division policies and procedures and related personnel rules and regulations Public relationsPurchasing, payroll and personnel proceduresApplicable state, federal and local ordinances, laws, rules and regulations related to area of assignmentExternal governmental bodies and agencies related to area of assignmentAll computer applications and hardware related to performance of the essential functions of the jobMicrosoft Office Suite, Microsoft Power BIRecord keeping, report presentation, filing methods and records management techniquesSkill in: Preparing clear and concise reports, correspondence and other written materialsUsing tact, discretion, initiative and independent judgment within established guidelinesAnalyzing and resolving office administrative situations and problemsResearching, compiling, and summarizing a variety of informational and statistical data and materialsOrganizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of directionApplying logical thinking to solve problems or accomplish tasks; understanding, interpreting and communicating complicated policies, procedures and protocolsUsing a computer to accurately and rapidly enter and retrieve data and information.Communicating orally and in writing with internal staff, citizens, public officials, and other departmental staff in order to give and receive information in a courteous manner.Operation and routine maintenance of general office machines such as copiers, facsimile machines, and telephone systems.Ability to: (Mental and Physical Abilities)Read and interpret documents such as operation and maintenance instructions, procedure manuals, etc.Interpret bargaining unit agreement language and apply to biweekly timesheet submissionsHandle a high degree of accountability and liability. Understand and carry out written and oral instructions, giving close attention to detail and accuracy.Establish and maintain effective working relationships with others. Speak and write effectively, both orally and in written form.Draft and type correspondence.Add, subtract, multiply and divide whole numbers, common fractions and decimals.Deal with problems involving several variables in standardized situations.While performing the essential functions of this job, the incumbent is regularly required to sit; use hands to grasp, handle, or feel objects, keyboard; reach with hands and arms; speak and hear; read and write; and occasionally push, pull and/or lift light objects up to 10 pounds.Working Conditions: Work is performed in a normal office environment with little exposure to outdoor temperatures or dirt and dust.The incumbent’s working conditions are typically moderately quiet.This is light work requiring the exertion of up to 20 pounds occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects; work requires reaching, fingering, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word, and conveying detailed or important instructions to others accurately, loudly, or quickly; hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and/or make fine distinctions in sound; visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and thoroughness of work, and observing general surrounding and activities; the worker is not subject to adverse environmental conditions.
