Administrative Secretary

Position Purpose:

Performs highly responsible senior level administrative and clerical functions for the Police Department. Duties are varied and require considerable knowledge of department operations, policies and procedures; office and information management systems. Performs all other related work as required.

Essential Functions:

(The essential functions or duties listed below are intended only as illustrations 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.)

• Prepares payroll, excel spreadsheet; enters data into MUNIS system and complete payroll and delivers to Auditors.
• Tracks vacation, sick, personal days and compensatory time and balances spreadsheets with Auditors.
• Enters invoices into the MUNIS system and keeps the Chief apprised of any shortages and maintains the filing system.
• Prepares employee job and pay changes and maintains employee files.
• Tracks grant expenditures and processing invoices and payroll expenses. Submits reimbursement request and tracks payments.
• Processes forfeiture monies received and vendor payments and maintains records for review or audits.
• Collects money and tracks payees and payment to CHSB/Firearms. Maintains records.
• Orders maintenance supplies and equipment, office supplies and furniture. Contacts vendors for equipment and building repairs.
• Responsible for yearly request for destruction of files and supervises shredding of documents.
• Responds to records department and requests for documents via phone calls and walk in request.
• Conducts data entry into IMC of citations, parking tickets, civil disposition and town by-law tickets. Delivers copies to departments.
• Processes employee registrations for training classes.
• Assumes responsibilities of the Chief’s secretary during his/her absence.
• Performs similar or related work as required, directed or as situation dictates.

Recommended Minimum Qualifications:

Education, Training and Experience:

High School diploma or equivalent; three to five years experience in an advanced secretarial position dealing with the public; or any equivalent combination of education and experience.

Knowledge, Ability and Skill:

Knowledge: Knowledge of the basic principles and practices of office management; and thorough knowledge of the operations of Town government.

Ability: Ability to deal with the public tactfully and effectively. Ability to communicate effectively in writing and orally. Ability to operate standard office equipment. Ability to change direction and refocus between tasks.

Skill: Excellent organizational skills. Shorthand and/or speed writing skills; skill in the use of Microsoft Office, basic computer skills.

Physical Requirements:

The physical demands described here 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 functions.

Regularly required to walk, stand, sit, talk, and hear; operate objects, tools, or controls; pick up paper, files and other common office objects. Ability to view computer screens and work with details for extended periods of time. May move objects weighing up to 30 pounds, usually less. Must be able to communicate.

Supervision:

Supervision Scope: Performs highly responsible functions of moderate complexity within the guidelines of established procedures. Questions are referred to the Supervisor.

Supervision Received: Work is performed under the supervision of the Administrative Division Commander.

Supervision Given: None.

Job Environment:

• Work is performed under typical office conditions; the noise level is moderate.
• Operates computer, telephone, facsimile machine, copier, calculator, and other standard office equipment.
• Employee has frequent contact with the general public, Town departments and officials. Contacts are in person, by telephone, and by email and involve an information exchange dialogue.
• Has access to all department-related confidential information, including personnel records, medical records, resident information and citation details.
• Errors could result in adverse public relations and have legal and/or financial repercussions for the town.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Job Type: Full-time

Pay: $52,864.27 - $66,025.60 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift

Experience:

• Payroll: 2 years (Required)
• Office: 3 years (Required)
• Advanced Secretarial: 3 years (Required)

Work Location: In person

Salary : $52,864 - $66,026