JOB SUMMARY:

Serves as secretary to the Division Chief; provides a broad range of office support for the Unified Police Department.

ESSENTIAL FUNTIONS:

Duties include, but are not limited to:

• Provide office support for Division Command
• UCJIS TAC-Create/Delete user accounts, train new users, update employee training audits, use of force reporting, NCIC validations
• Conduct BCI backgrounds checks for employment, volunteers and community groups, in accordance with BCI policy
• Assist and support officers and command staff
• Assist with department budget, make payments using department credit card, reconcile statements monthly
• Act as a liaison between UPD Divisions and Precincts
• Issue and manage Prox card access for UPD Logistics Campus & substations - additions, deletions, audits & reports
• Manage Logistics Campus (interior & exterior), plumbing, HVAC, dumpsters, lights, construction, signage, parking lot, etc. Handle maintenance, construction/demolition requests, obtain quotes/bids, liaison between internal and external contractors – submit work requests, track progress through completion, track billing
• Issue and manage hard keys for Logistics Campus
• Coordinate with cellular phone vendors. Manage, maintain and issue cellular devices for UPD members
• Video cameras- pull footage as requested
• Manage courier services for UPD
• Assist supervisors with reports, statistics, and tracking Smartsheets / spreadsheets
• Track employee training: registration, confirmations, tracking and payment for outside training
• Assist with Records, Radio Shop, Property & Evidence and Fleet services as needed
• Assist other personnel in preparation of reports of a confidential nature concerning investigations by department and/or personnel problems
• Coordinate office events and room scheduling, facilitate administrative meetings, record and/or transcribe confidential information as requested, coordinate department meetings, holiday and retirement events
• Maintain employee files, division contact lists, rosters, division organizational charts, equipment inventory, etc. and posts/communicate changes to UPD departments
• Complete requisition orders (obtain quotes, make purchases, credit card reconciliation)
• Purchase office supplies, department supplies & equipment. Track in WASP as necessary
• Maintain warranties, inspections, permit renewals, etc. for equipment
• Schedule building and office machines maintenance and repair
• Maintain warranties, inspections, permit renewals, etc. for office equipment
• Manage division surplus
• Compose, format, and proofread correspondence, special orders, reports, schedules, job descriptions, confidential transcripts, etc
• Prepare/send outgoing mail and faxes. Distributes mail and faxes. Manages and responds to email.
• Take complaints from the public and refer to appropriate resource.
• Receptionist/customer service duties including answering phones, managing walk-ins and visitors

EXPERIENCE/EDUCATION REQUIREMENT:

• At least 18 years of age
• High school diploma or GED
• Preference may be given to candidates who have at least six months previous clerical experience

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Law enforcement operations
• UPD policy and procedures
• BCI Computer Network System
• Business English
• Spelling, grammar, and punctuation
• Simple math (addition and subtraction)
• Professional telephone etiquette
• NCIC, OMS, RMS, WASP, and other LE systems
• Microsoft Word programs

Skills and Abilities to:

• Type 40 words per minute
• Operate standard office machines, e.g., photocopier, fax machine (stand alone or computer-based), paper shredder, calculator
• Operate multi line telephone system
• Operate personal computer with Windows with advanced functions, Excel database software, Internet, and E-mail
• Follow written and oral instructions
• Demonstrate public relations skills
• Communicate, effectively with individuals of various social, economic, and ethnic backgrounds
• Work well with all levels of personnel, display tact
• Develop and maintain files
• Work independently
• Maintain confidentiality
• Perform effectively under pressure

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

• Able to sit and work at a computer keyboard for extended periods of time.
• Able to perform general office administrative activities: copying, filing, faxing, running errands, using the telephone, and other tasks as assigned by Chief, Lieutenant and/or supervisor.
• Able to lift and move up to 25 pounds occasionally.

IMPORTANT INFORMATION REGARDING THIS POSITION

None