Jurisdictional Class:
Competitive
Adopted: 9/19/00
DISTINGUISHING FEATURES OF THE CLASS:
This incumbent serves as secretary to the Chief of Police
and is responsible for complex clerical operations and relieving the Chief of
day-to-day administrative duties. The
incumbent is also responsible for preparation/processing of the department’s
payroll and maintenance of the department’s expenditures. The work is performed under general
supervision, with broad leeway allowed for the exercise of independent
judgment. Supervision may be exercised
over subordinate clerical personnel.
Does related work as required.
TYPICAL WORK ACTIVITIES:
Serves as secretary
to the Chief of Police and coordinates his/her schedule, sets up appointments,
arranges meetings;
Prepares
and processes the department payroll using computerized programs;
Responsible for the
maintenance of the department’s budgetary expenditures, including accounts payable,
accounts receivable and process/distribute vendor payments;
Prepares
confidential material as directed by Chief of Police, including employee
disciplinary actions, confidential internal and criminal investigations,
special orders, memorandums, and minutes from meetings;
Relieves
the Chief of Police of contacts which should properly be made with subordinate
officials by receiving telephone calls and visitors, screening them, and
referring them to the appropriate person;
Handles
correspondence independently, including composing original replies to varied
incoming correspondence, unless it involves administrative judgment;
Maintains
a variety of departmental records and reports, leave accruals, incident
reports, worker’s compensation claims, personnel records, lost/found property
inventory, handicapped parking permits, taxi permits and department equipment
inventory;
Assists
the Chief of Police in preparing department budget;
Assists in
the preparation of contract negotiations and collective bargaining agreements;
Prepares a
variety of statistical reports;
Operates a
variety of office machines;
Orders and
maintains inventory of office supplies.
FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL
CHARACTERISTICS:
Thorough knowledge of office practices, procedures,
terminology and equipment; thorough knowledge of English and mathematics; good
knowledge of budgetary preparation and maintenance; familiarity with the
organization, functions, policies and regulations of the agency to which
assigned; good organizational skills,
Continued on back…
FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL
CHARACTERISTICS: (Con’t.)
ability to operate an alphanumeric QWERTY keyboard accurately
at a high rate of speed; ability to handle routine administrative details
independently; ability to handle confidential material; ability to understand
and carry out complex oral and written directions; clerical aptitude; accuracy;
initiative; tact; courtesy, physical condition commensurate with the demands of
the position.
MINIMUM QUALIFICATIONS:
A.
Graduation from a regionally accredited or NYS registered
college or university with an associate’s degree (or completion of 60 credit
hours in secretarial science, business or a related field) AND three (3)
years of full time or its part time equivalent of paid clerical experience
including payroll preparation/processing keyboarding and accounting; OR
B.
Graduation from high school or possession of a high school
equivalency diploma AND five (5) years of full time or its part time
equivalent of paid clerical experience including payroll
preparation/processing, keyboarding and accounting; OR
C.
An equivalent combination of training and experience as
described in (A) and (B) above.