Clerk III Grants and Payroll Police

This is an administrative and technical position involving the research, preparation, and submission of grant applications to state and federal agencies and private foundations on behalf of the Florence Police Department; it also involves the monitoring of expenditures and preparation of grant reports.  This is also a clerical and secretarial position, providing services for the Deputy Chiefs and Captains of the Police Department, serving as the secretary for the Training and Community Policing Divisions, and preparing payroll.  Position requires the exercise of initiative, independent judgment, and discretion in handling grants and delegated administrative duties.  Position requires extremely high level of confidentiality due to nature of duties performed in connection with personnel and payroll issues.Payroll Clerk and Accounts Payable Duties:

1. Prepares and submits weekly payroll sheets for Police Department.
2. Processes bills and Purchase Orders for payment.
3. Coordinates all Accounts Payable efforts with GFU.  
4. Administers Purchase Orders for all billing.
5. Maintains the Police Memorial Fund and the Florence Policeman’s’ Club account.
6. Maintains the Police Department’s donation accounts.  
7. Prepares overtime reports and charts.
8. Enters and maintains leave data into computer.
9. Helps maintain employee permanent records for department.
10. Compiles and maintains records for reimbursement purposes.
11. Responsible for ordering weapons for officers.  
12. Responsible for the preparation of invoices in connection with overtime worked by police officers at ballgames, time worked by PSO’s at city hall, and submission of the same to appropriate city department.  
13. Responsible for processing of all invoices for the Police Department, and maintaining the database concerning same.  This includes verification of medical treatment received by city inmates and posting all uniform bills to computer ledger.

Grant Duties:

1. Performs administrative and technical duties in connection with federal, state and private foundation grants on behalf of the Police Department, including traffic grants, Homeland Security grants, and federal Block grants.
2. Administers multiple grants simultaneously.  Must interface with outside auditors (both federal and state) on each grant at least annually.  Work product must be complete and accurate in order to maintain grants.  This person is one of two employees at Police Department with whom grantors and auditors will interface.
3. Responsible for monitoring of grant programs and responding to auditors, program monitors, and governmental representatives.
4. Requests electronic draw-downs of federal funds to be electronically deposited in City accounts and notifies City Accountant of actions.
5. Collects, examines, and analyzes data to determine department’s eligibility for various grants.
6. Prepares applications and supporting documentation for submission to diverse funding sources and submits applications.
7. Acts as technical liaison between the department and various local, federal, state, and private funding agencies in the coordinating of program objectives.
8. Reviews state and federal legislation, printed material, and internet sources for potential new programs and funding.  Reviews requirements and investigates potential grant programs for the police department.  
9. Develops program budgets for potential and existing grants.
10. Compiles and submits all reports mandated by each grant; reviews project reports to determine compliance with all federal, state, and local requirements.  Submits requests for reimbursement.
11. Attends conferences, workshops and meetings related to planning and reporting activities; assists in coordinating regional meetings when required.
12. Processes purchase requests and invoices in connection with equipment purchased under grants.
13. Assists the Administrative Assistant in the performance of duties.
14. Serves as Administrative Assistant for the police department in the absence of such employee

Clerical Duties:

1. Performs duties as Secretary for Deputy Chiefs and Captains to include maintenance of appointments, handling and referral of phone messages, and composing correspondence.
2. Disposes of various routine telephone and visitor inquiries.
3. Maintains all individual training files for the Police Department.
4. Maintains filing system related to training and payroll records.
5. Operates copier and distributes copies.
6. Maintains adequate supply of office materials, forms and supplies.
7. Serves as Secretary of the Florence Policeman’s Club, to include maintenance of checking account, mailing payments, making deposits, and maintaining records for accounting purposes. 

Miscellaneous Duties:

1. Assists in preparation of budget by collecting and maintaining invoice and payroll data.
2. Assists in the coordination of special events.
3. Coordinates, plans, and/or assists with a variety of special events sponsored by the Police Department, including Law Enforcement Week activities, luncheons and receptions, training events, conferences, etc.
4. Other duties as assigned or required.

1. High school graduate, or equivalent, to be supplemented by a minimum of an Associates Degree, with areas of concentration in Business Administration and Accounting.
2. Previous experience of three (3) to six (6) years in a secretarial/clerical/office setting,
3. Experience or working knowledge of computers and business application software, to include knowledge of the following office software:  Word, Excel, Access, PowerPoint, Publisher, Print Shop, and Microsoft Outlook.

1. Extensive knowledge of grant writing and grant administration, which require an emphasis on meeting very stringent federal guidelines.
2. Extensive knowledge of the concepts and principles of business English, vocabulary, and spelling.
3. Extensive knowledge of accounting and payroll procedures.
4. Extensive knowledge of the concepts and principles of arithmetic.
5. Extensive knowledge of records maintenance.
6. Skilled in the use of office machinery and equipment (such as computers, copiers, etc.)
7. Knowledge of general office practices and procedures.
8. Excellent communication skills, both verbally and in writing.
9. Ability to handle delicate situations in a discreet manner.
10. Ability to maintain effective working relationships with the public, staff, other City departmental employees, and representatives from local, state and federal governmental agencies.
11. Ability to work with limited supervision.
12. Ability to plan, organize and implement projects and programs, with a minimum of supervision.
13. Ability to prepare and maintain administrative, fiscal, and general records and reports.
14. Ability to compose correspondence on routine matters and perform routine office management details without referral to a supervisor.

Supervision: This person answers to the Administrative Assistant when supervisory matters arise, but for the most part requires little supervision.  Must be a self-motivated individual capable of taking action with little or no direct supervision.

Physical Demands (with or without accommodations):

1. Ability to work with continuous interruptions from visitors, telephones, and other departmental personnel.
2. Ability to exercise extremely close visual and mental concentration for prolonged periods of time (preparation of grant applications and reports, computer entry, etc.)
3. Ability to handle above-average mental and emotional stress, due to handling administrative position within the Police Department.

Equipment/Tools Used:
Computer, copier, telephone, filing systems, facsimile machine, and document imaging equipment (scanner).

For similar job postings, applications may be used for up to ninety (90) days.

The City of Florence, Alabama is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities.