Office Manager-Police Dept.

Performs highly responsible secretarial work involving administrative support duties for the Police Chief and handles daily operations of the office, including supervision of general office support staff.

Supervision Received

Works under the general supervision of the Police Chief, who outlines departmental policy and evaluates work in terms of effectiveness and results and may make work assignments.  Performs duties with a high degree of independence, exercising considerable judgment in answering inquiries and determining correct courses of action or matters warranting supervisor’s attention.  Consults with a supervisor in dealing with particularly difficult situations.

Supervision Exercised

Exercises general supervision over Department Clerk Typists, Legal Secretary and Secretary to Detectives.  Interviews and recommends selection of candidates for office support staff positions; counsels, evaluates performance, and recommends discipline of staff. 

(Any one position may not include all of the duties listed, nor do the listed examples include all duties which may be found in positions of this class.)

1. Prepares Department payroll; maintains vacation personal, sick, overtime, and court time records for all Department employees. Performs accounts receivable and accounts payable functions for the Department, including preparing invoices for traffic details officers have performed, receiving revenue, and posting to account ledger. Compiles statistics for Department reports.

2. Receives telephone calls and visitors for the Chief. Screens inquiries for nature of business; answers inquiries not requiring administrative decisions based on substantial knowledge of the Department’s operation, policies, rules, and regulations, or, when necessary, takes messages or refers inquiries to Police Chief. Schedules appointments and meetings for appropriate staff members.

3. Types a variety of correspondence, memoranda, forms, and reports, including material of a confidential nature on a personal computer using standard office software and specialized police department software. Takes and transcribes dictation as needed. Types material in final form assuring spelling, grammar, and punctuation are correct.

4. Responsible for maintaining and keeping up to date, the Department’s portion of the Town website.

5. Handles confidential Department personnel matters, including maintaining Department personnel files, tracking raises and bonuses, tracking and submitting college reimbursement requests, reminding supervisors when their staff appraisals are due, sending Personnel Action requests to the Town, and preparing confidential personnel-related reports.

6. Ensures Worker’s compensation claims forms submitted by Department staff are complete and reported to Human Resources in a timely manner.

7. Supervises the Department office staff; oversees their work, approves their vacation leave requests, handles their complaints and concerns, evaluates their performance, and, when necessary, recommends disciplinary action and issues approved discipline to them.

8. Assists with multiple state-conducted audits for NH Police Standards Training.

9. Organizes and prepares for all department related functions.

10. Responsible for collecting and tracking all funds and fundraising activities for the comfort dog program.

11. Opens, sorts, and delivers Department mail.

12. Oversees maintenance of Department’s filing system. Maintains reference file of correspondence, memoranda, purchase orders, personnel records, contracts, and a variety of other materials.

13. Recommends changes in procedures and forms.

14. Works with the Chief in preparing the Department’s annual budget.

15. Assures proper maintenance of various office machines, including personal computers and copying machines; calls for service when necessary. Orders supplies and maintains records of expenditures.

16. Occasionally attends minor meetings and functions as a representative of the Police Department for the purpose of gathering information or taking notes of the proceedings.

17. Performs duties of Department secretaries in their absence

Performs other related duties as required.

Thorough knowledge of modern office practices and procedures. Thorough knowledge of operations particular to department assigned. Good knowledge of business English, spelling, vocabulary, and arithmetic. Ability to maintain strict confidentiality; ability to type on a computer accurately and rapidly; ability to communicate effectively in oral and written form; ability to maintain accurate records and files; ability to work on several projects simultaneously; ability to work with and the ability to establish and maintain effective working relationships with all department staff, other departments and employees, and the general public; ability to maintain composure in stressful situations and with difficult individuals. Extensive experience in and knowledge of Windows, MS Office (Word, Excel, Access) and a familiarity with computer networks, internet access and web site management.

Bachelor’s degree in Business Administration or related field with two years progressively responsible experience, including supervisory experience; or any equivalent combination of education and experience which demonstrates possession of the required knowledge, skills, and abilities.