Police Administrative Assistant (Fiscal) (DEPARTMENTAL PROMOTION ONLY)

Under the general supervision of the Commissioner, Chief of Police or designee, the Police Administrative Assistant provides administrative support of Police operations, functions and programs. The incumbent is required to make discretionary decisions in all assigned areas, often initiating reviews of existing administrative procedures such as fiscal, equipment purchase, and staff communication and makes or recommends improvements. 

Gathers data and prepares reports; generates and maintains internal affairs and use of force records and reports; reviews existing administrative procedures in the area of assignment and initiates or recommends improvements; types drafts of policies and procedures for review by the Chief, Commissioner or other administrative staff.

 

Compiles information for sensitive reports and evaluations; assists in preparing comprehensive reports, recommends improvements in workflow, procedures and use of equipment and forms. 

 

Takes and transcribes minutes at meetings; follows-up on staff or committee recommendations as assigned and prepares proper reports; composes letters and memoranda; writes office procedures.

 

Maintains payroll records and prepares reports; gathers information for annual budgets; prepares bills for payment; reviews monthly budget records; prepared media log; and processes purchase orders.

 

Performs a variety of research, investigative, statistical and analytical tasks relating to administrative processes and responsibilities; keyboards and proofreads a wide variety of reports, letters, memos and statistical charts; keyboards from rough draft or recordings; independently composes correspondence related to responsibilities assigned. 

 

  Provides assistance in preparation and posting of general work schedules.

 

Communicates with the general public to provide information about police programs, activities or events, media and other agencies; screens calls and determines proper referral; prepares response letter for the Police Commissioner or Chief of Police and other department personnel; prepares letters in response to public complaints; maintains administrative and special operations calendar and schedules appointments.

 

Transcribes highly sensitive information and electronically recorded interviews for major crimes, internal investigations and sensitive letters or reports.

 

Establishes and maintains all administrative files for the department, including grant files; documents grant expenditures and monitors grant budgets; prepares status reports for grants.

 

Prepares invoices, permit applications, memos, financial statements and other documents, using word processing, spreadsheet, database, or presentation software; maintains large amounts of administrative correspondence in a retrievable format. 

 

Prepares agendas and makes arrangements for committee, board, and other meetings; develops critical communication pertaining to Senate Hearings, various correspondence, formal contracts, documents, manuals and reports; prepares material for staff presentations to various boards and committees, to include the Senate. 

 

Coordinates travel arrangements for Department staff as needed. 

 

Coordinates training arrangements and maintains all applicable records.

 

Provides occasional supervision of volunteer or temporary office staff as required by management.

 

Performs other related duties.

Graduation from a four-year college or university with major course work in public or business administration, criminal justice or a related field, plus four (4) years related managerial or administrative work experience,                    

OR

 

High School Diploma or its equivalent with eight (8) or more years serving in the capacity of a Police Administrative Aide or comparable positions.

FACTOR 1- KNOWLEDGE REQUIRED BY THE POSITION

 

Knowledge of secretarial practices including typing and transcription and general office procedures.

 

Knowledge of general procedures relating to the gathering and analysis of data and the preparation of reports.

 

Knowledge of the organization, functions, and activities of local government and the department.

 

Skill in the use of the operation of microcomputers, word processing, spreadsheet, database, and other software as required by the position.

 

Ability to deal with the public and high-level public and private officials in a tactful, pleasant, courteous, and diplomatic manner and to maintain confidentiality of information.

 

Ability to track and monitor financial and other accounting records. 

Ability to record and maintain confidential information.

Ability to take and transcribe clear and concise minutes of meetings.

 

Ability to respond to the public over the phone or in person in a tactful, pleasant, and courteous manner.

 

Ability gather and analyze data and prepare reports.

 

Ability to establish and maintain effective working relationships with other employees, public and private officials, the Chief of Police, the Police Commissioner, media, vendors, and the public.

 

Ability to provide quality services in a cost-effective manner and to recommend improved methods of performing the work.

 

Ability to express ideas clearly and concisely in writing and orally.

 

FACTOR 2 - SUPERVISORY CONTROLS

 

Under general direction, employee plans and prioritizes the majority of work independently, in accordance with standard practices and previous training. Employee is expected to solve most problems of detail or unusual situations by adapting methods or interpreting instructions accordingly. Technical and policy problems or changes in procedures are discussed with supervisor.

 

FACTOR 3 - GUIDELINES

 

Guidelines consist of departmental rules, regulations, policies, procedures and the Virgin Islands code.

 

FACTOR 4 - COMPLEXITY

 

The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.  The employee must adhere strictly to specific guidelines.

 

FACTOR 5 - SCOPE AND EFFECT

 

The purpose of work is to ensure all personnel matters are coordinated, and that all pertinent information is submitted to units in order to maintain efficient police operations.

 

FACTOR 6 - PERSONAL CONTACTS

 

Contacts are made with co-workers, other government employees and the general public. 

 FACTOR 7 - PURPOSE OF CONTACTS

 

Contacts are made to obtain and exchange information relative to documents, reports, and other pertinent matters.

 

FACTOR 8 - PHYSICAL DEMANDS

 

The work is mostly sedentary, but at times require lifting heavy boxes, stooping, standing, walking, and climbing stairs.

 

 FACTOR 9 - WORK ENVIRONMENT

 

The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant. Incumbent may be required to work beyond normal business hours in response to emergency situations or to attend evening meetings.