Administrative Assistant

Town of Danville • Full-time • Danville, CA • $5.02k - $6.88k / month • 1d ago

DEFINITION

Perform a wide range of complex administrative, and operational duties in support of the Chief of Police and the Police Services Department. The incumbent should have a high level of professionalism, discretion, and attention to detail. Key responsibilities include routine correspondence, fielding public inquiries, maintaining departmental files consistent with the Town’s records retention policy, preparing and managing communications, and processing invoices and accounts payable/receivables. This role requires the ability to manage sensitive information with confidentiality and support departmental operations through effective coordination and reporting.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from the Chief of Police, Administrative Lieutenant, and assigned management personnel. Exercises supervision over part-time temporary or other clerical positions.

ESSENTIAL JOB DUTIES

Essential duties may include, but are not limited to the following:

Develops, coordinates, and implements program activities related to police department activities and programs.
Participates in development and reviews, verifies, and processes documents related to police department activities including budgets, permits, purchases, and invoices; tracks and maintains accurate records, calculates expenditures, reviews, and adjusts budgets, compiles budget requests; projects the next year proposed capital, operating and maintenance budgetary expenditures; prepares budget reports.
Participates in the development and implementation of goals, objectives, and priorities for assigned functions or programs; creates and modifies policy and procedural manuals and guidelines; participates in resolution of operational and administrative issues; conducts research to find alternative solutions.
Coordinates and oversees work completion of assigned staff.
May assist management staff in coordinating, scheduling, tracking and reporting on a variety of personnel related responsibilities including hiring interviews and payroll related to employee hours worked.
Researches, collects, organizes, and complies data from a variety of sources; responds to requests for data from other divisions, other agencies, and employers; maintains logs and reports data to outside agencies as necessary.
Performs general office duties; receives, compiles and organizes information for the preparation of correspondence, documents, agendas, spreadsheets, and reports as assigned; maintains confidentiality of sensitive information and documents.
Coordinates meetings and events including presentations and presenters and event setup; schedules, calendars and coordinates meeting rooms.
Initiates, organizes, maintains, and controls access to records and filing systems, that may be of a sensitive nature, including releasing records and information in accordance with department procedures, and purging and retaining files according to the retention schedule.
Provides support to upper-level management, scheduling, planning travel, and managing cost recovery and reimbursement.
Performs customer service duties, including answering phones and interacting with the public; answers questions, and directs individuals to appropriate departments and personnel; receives and responds to Public Records Act Requests; receives, timestamps and distributes mail.
Maintains inventory and stock of office supplies for the assigned area and orders supplies; researches new supplies and vendors.
Other duties as assigned.

QUALIFICATIONS

Knowledge of:

Relevant codes of ordinance regarding vehicles, parking, and business.
Intermediate knowledge of Adobe Acrobat and MS Office including Outlook, Word, Excel, PowerPoint, and Access.
Working knowledge of enterprise-wide financial software preferred.
Bookkeeping principles and procedures; business mathematics.
Strong command of English language; spelling, grammar, and punctuation.
Type accurately at 45 words per minute.

Ability to:

Manage multiple priorities in a fast-paced environment.
Understand and follow a variety of oral and written instructions with minimal supervision.
Communicate clearly and effectively in both oral and written form.
Establish and maintain effective work relationships with colleagues.
Maintain financial records and general filing systems.
Be proficient with and able to assimilate upgrades to a variety of computer software programs; operate standard office equipment and machines.
Manage multiple tasks, meet deadlines, and work under time constraints.
Work a flexible work schedule, including some evenings, holidays, and/or weekends as required.

EXPERIENCE AND EDUCATION

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain knowledge and abilities would be:

Experience:

A minimum of three (3) years of work experience performing increasingly responsible duties requiring customer service and administrative support, preferably in a government agency.

Education:

The equivalent of the successful completion of twelfth grade; Associate’s degree with course work in business or public administration, office management, or a field-related field.