Administrative Assistant (Police Department)

Title

Administrative Assistant (Police Department)

Exempt/Non-Exempt Non-Exempt Full-Time/Part-Time Full-Time Position Administrative Assistant (Police Department) Description

The Saco Police Department seeks an Administrative Assistant who will perform a full range of administrative and secretarial duties under the supervision of the Chief of Police or designee. The ideal candidate will demonstrate professionalism, maintain strict confidentiality, and be capable of taking initiative while working independently when needed. This role requires significant independent judgment when interacting with the public and senior department leadership.

Salary range: $60,000-$77,000

ESSENTIAL DUTIES & RESPONSIBILITIES

• Conducts self professionally and courteously; maintains effective working relationships with department personnel, agencies, elected officials, and the public
• Maintains strict confidentiality of departmental and administrative functions
• Greets visitors; answers questions; answers telephones; provides directions and general information; responds to inquiries, takes messages, and makes appropriate transfers
• Plans and schedules meetings, presentations, and departmental events
• Assists Deputy Chief with reviewing timesheets and payroll requisitions; enters payroll information into the system
• Supports senior staff with operational tasks; performs general accounting and bookkeeping duties
• Monitors budget; prepares purchase orders; submits requisitions for payment
• Develops organizational procedures and systems for office personnel (filing, billing, accounts payable, payroll)
• Assists Human Resources with personnel inquiries (payroll issues, educational compensation, longevity increases, worker's compensation)
• Receives and responds to all Freedom of Access Act (FOAA) requests. This includes redaction of reports and video's pursuant to FOAA requests.
• Delivers all monies received from fees, report copies, and asset forfeitures to City Hall
• Monitors and maintains office equipment and contracts
• Maintains incarceration records for monthly reporting to the Bureau of Corrections
• Updates police department website as needed
• Records meeting minutes for the Saco Traffic Safety Committee
• Arranges all agency training and travel logistics
• Performs other duties and tasks as directed

Position Requirements

NECESSARY KNOWLEDGE, SKILLS, AND ABILITIES

• Outstanding oral and written communication skills
• Excellent customer service abilities
• Self-starter who works independently
• Familiarity with office equipment (copier, fax)
• Proficient in Microsoft Office, including advanced Excel and PowerPoint
• Detail-oriented with exceptional organizational skills
• Experience managing complex files and records
• Strong problem-solving and analytical thinking skills
• Professional and polished demeanor

OTHER DUTIES

• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

EDUCATION & EXPERIENCE

• Must possess high school diploma or GED equivalent with a minimum of two years' experience as an administrative assistant which required the use of independent judgment.

TOOLS & EQUIPMENT USED

This position requires knowledge of, or the ability to quickly learn, the following applications:

• Microsoft Office - Word Processing, Excel, and Outlook
• Phone, fax, copy machine
• MUNIS reporting

PHYSICAL DEMANDS

Physical demands listed are representative of those required to perform essential job functions; reasonable accommodations may be provided.

• Sitting or standing
• Talking or hearing
• Using hands to handle or feel objects, tools, or controls
• Reaching with hands and arms
• Occasional requirement to walk
• Occasional lifting or moving of up to 25 pounds
• Vision requirements include close vision and the ability to adjust focus

BENEFITS:

The City of Saco offers an excellent and comprehensive benefits package and is proud of its talented and dedicated workforce. Qualified employees will receive professional training in and out of the workplace. We have a competitive salary that is contingent on qualifications and experience.

WORK ENVIRONMENT:

The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with limitations to perform the essential functions. Work is performed in an office and field environment. Incumbents may be exposed to traffic and equipment hazards, adverse weather conditions, temperature and noise extremes, violence, heights, dusts, odors, toxic or caustic chemicals, and pathogenic substances.

SELECTION GUIDELINES:

Employment application, letter of intent, and a resume are required for all applicants. Candidates will be interviewed as applicable, subject to a reference checking process and ranked according to education, experience, job knowledge, and skills related to the position. Candidates must pass a comprehensive background check including a polygraph examination, psychological examination and medical examination.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

APPLICATION PROCESS

• A complete application will include the completed employment application, letter of intent, resume, and references.
• Please contact the Police Chief, Jack Clements, with any questions by calling (207)282-8214 or emailing JClements@sacomaine.org.
• Please email applications to Jill Fogg, Human Resources Generalist, at jfogg@sacomaine.org or visit www.sacomaine.org/careers to apply today.

Education and Experience Close Date EOE Statement The City of Saco is strongly committed to diversity in its work force. We are an equal employment opportunity employer. All qualified applicants will be considered regardless of ethnicity, nationality, gender identity, veteran or disability status, religion, age, or other protected status. Category Police Department

This position is currently accepting applications.

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