Administrative Assistant (Police)

The Police Department Command Staff are looking for a highly organized, efficient, proactive, team oriented, confidential professional with excellent communication skills and excellent customer service skills with both the public and internal customers.


Equivalent City of Longview work experience may suffice for the exam.

Qualified candidates will go through an oral board interview. Passing candidates will be ranked on an eligibility list based on cumulative scores. Those deemed most qualified for the position will be referred to the Police Department for final consideration and selection.
 
The final candidate for this position will be subject to an extensive background investigation completed by the Longview Police Department.

This position is represented by the Longview Police Support Guild. Visit www.mylongview.com to see the most recent contract information.  

Position Overview:
The Police Department Administrative Assistant is part of the Chief’s command staff.  This position is responsible for attending meetings with the command staff, taking meeting minutes, preparing correspondence on behalf of the Chief of Police and scheduling meetings.  The Administrative Assistant duties require access to confidential information that is used to contribute significantly to the development of management positions and therefore must maintain strict confidentiality.   The Administrative Assistant is also responsible for the accounts payable function for the police department (preparation of vouchers for payment of invoices), filing and a variety of other tasks and projects assigned by the Chief, Captains, or Administrative Manager.Essential Job Duties and Responsibilities:

• Performs various administrative support duties, to include: screening incoming calls; taking and transmitting messages; maintaining calendars; making photocopies; performing data entry; faxing documents; requisitioning supplies; monitoring and restocking office supplies and materials; following up on orders and deliveries; word processing; and/or other related activities. 
• Assists with budget preparation and administration; processes related accounts payable and/or receivable information.
• Assembles a variety of reports related to departmental activities and/or operations; conducts related administrative research.  Prepares and reconciles a variety of documents and reports in assigned area of responsibility such as invoices, vouchers, payments for services and/or supplies, CIP tracking, CRM requests, etc.
• Organizes and maintains files, including creating and maintaining confidential department/employee files; files documents alphabetically, numerically, or by other prescribed methods.
• Maintains applicable departmental databases and information.
• Composes a variety of routine and/or specialized correspondence, reports, documents, applications, forms, memos, and/or other applicable materials; and verifies and edits grammatical composition.
• Coordinates and prepares for meetings and/or special events, which includes preparing meeting agendas; scheduling; preparing and disseminating invitations; coordinating and assembling applicable materials; setting up rooms; taking, transcribing, and disseminating meeting minutes; ordering meals and snacks; receiving attendance confirmations; and/or, performing other related activities.
• Performs various routine clerical duties, utilizing standard office equipment, to include screening incoming calls; taking and transmitting messages; maintaining calendars; scheduling meetings; making photocopies; performing data entry; faxing documents; keyboarding; and word processing.
• Processes, receives, sorts, and distributes a variety of correspondence, deliveries, and mail.
• Computes and collects fees and money from customers; issues receipts to customers; sets up/maintains new accounts; submits documentation to appropriate individuals. Processes bank deposits and reconciliation.
• Responds to requests for information from the general public and/or other interested parties; answers routine questions; and directs customers and visitors to appropriate locations.
• Organize, schedule/coordinate, prioritize, and assign the work of office staff as needed.
• Regular attendance is an expectation of all positions.
• Performs other duties as required.

Minimum Qualifications:

• Completion of high school or equivalent.  
• One - two years’ experience of general office support experience. 
• Proficient and experienced with Word, Excel, Outlook, and other database software.
• Notary Public License or obtain within 90 calendar days of employment.
• First Aid/CPR Certificate or obtain within 90 days of employment or as scheduled by the City
• Must pass Level 4 of each of the 3 ACT/Work Keys – National Career Readiness Tests (NCRC) through Lower Columbia College (LCC) OR provide passing certificates within the last 5 years OR current employees of the City of Longview must have passed the City of Longview Clerical Exam OR NCRC prior to original hiring OR have equivalent City of Longview work experience.

Ideal Candidate Information:
Required Knowledge and Skills:

• Good interpersonal and customer service skills to courteously deal with and to establish and maintain effective working relationships with co-workers, other City employees, vendors, local agencies and providers, and the general public.  
• Work in a multi-task environment, be detailed-oriented, able to organize duties and set priorities to meet deadlines.
• Initiative to take action and be self-motivated.   Work well independently as well as in a team or cooperative setting.
• Communicate in a professional business-like manner, both orally and in writing.   Portray a professional image and attitude.
• Knowledge of modern office administration.
• Able to exercise discretion over sensitive and confidential issues related to the department and its business.
• Develop and maintain a general understanding of information that relates to the functions and services of the departments.
• Composing a variety of business correspondence;
• Scheduling and coordinating special events and meetings;
• The ability to handle job stress and interact effectively with others in the workplace.

Salary : $55,848 - $71,640