CITY OF HALLETTSVILLE

POSITION: Administrative Assistant

DIVISION: Police Department

EMPLOYEE TYPE: Full-time Hourly Non-Exempt

PAY SCALE: 16

GENERAL PURPOSE: This position is unique in that it can be a sworn or non-sworn position within the agency. However, this is a very important support position, and the individual performing these tasks must develop a solid knowledge of law enforcement service terminology. In addition to essential clerical skills, they must work well with others, and be able to work on sensitive matters, while maintaining the confidentiality and the confidence of others.

Note: If the position is filled as a sworn position, the candidate will need to meet the qualifications to be a sworn police officer as well as those listed for non-sworn. The sworn position will also have to review and accept the Police Officer Job Description, due to having to fill in when necessary.

An applicant for a position of administrative assistant within the Hallettsville Police Department must have the requisite skills and personal attributes to perform essential clerical and communications tasks consistent with the requirements of this job description. A current employee in the position of administrative assistant who is no longer able to comply with the requirements of the Hallettsville Police Department will be referred to administration for appropriate action.

Provides administrative support to the daily operations of assigned section/division. Performs a wide variety of clerical duties. Interacts with employees and vendors when answering questions, obtaining/distributing information or coordinating department programs/projects. Assists management with human resources and budgetary responsibilities.

ACCOUNTABILITY: Works under the general guidance and direction of the Lieutenant.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Management reserves the rights to add,

modify, change, or rescind the work assignments of different positions and to make reasonable

accommodations so that qualified employees can perform the essential functions of the job.

• Speak, write and read reports and comprehend other documents.
• Perform a variety of administrative and complex clerical duties in support of an assigned division or section.
• Set up and maintain statistical and operational records.
• Screen calls, visitors, and mail and take action appropriate to request/situation, independently respond to letters and general correspondence of a routine nature.
• Proof read and edits documentation.
• Maintains appointment schedules and calendars.
• Operate a variety of office equipment including computer equipment and use a variety of software programs as appropriate.
• Develop and maintain spreadsheets, databases and other automated systems.
• Provide administrative support to other divisions.

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CITY OF HALLETTSVILLE

• Preserve confidentiality of sensitive material routinely encountered as part of work assignments.
• Recommend organizational procedural changes affecting clerical activities.
• Initiates and maintains a variety of files and records.
• Provides administrative support on special projects and/or programs within assigned division.
• Coordinates or participates in preparation for meetings, presentations and events.
• Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service.
• Provides administrative support to the daily operations of assigned department. Performs a wide variety of clerical and word processing duties such as heavy telephone and over the counter interaction with external and internal parties, processing paperwork and entering data into various City databases.
• Responds to requests for information from supervisory staff, employees, or general public.

Answers questions related to the department’s activities, programs, policies, and procedures.

Conducts follow-up research to retrieve answers and supporting information.

• Performs various fiscal activities including, monitoring and submitting requisitions for supplies and materials, initiating purchase orders. Makes travel and training arrangements.
• Serves as liaison between division/department and external suppliers and vendors. Coordinates department activities with suppliers/vendors. Monitors contracts to ensure timely completion and accurate payment schedules.
• Provides payroll and staffing support to assigned division. Compiles, calculates, maintains and reviews division payroll. Verifies time sheets, investigates questionable data and processes payroll. Initiates and tracks new hire process.
• Participates in the annual budget development process by gathering data, compiling

Information, monitoring expenditures according to budget guidelines and ensuring adherence to department budget.

• Participates in special projects as assigned.
• Serves as backup for various staff positions in their absence. May assist in employee supervision, training and performance evaluation.
• Processes open records request as required.
• Performs other duties that may be assigned by the Chief of Police.
• Adheres to assigned work schedule as outlined in the Department and City attendance policies and procedures; ensures all behaviors comply with the City’s Personnel Rules and Regulations.

MATERIALS AND EQUIPMENT USED: The work environment characteristics described here

are representative of those an employee encounters while performing the essential functions of this

job. Reasonable accommodations may be made to enable individuals with disabilities to perform

the essential functions.

Computer, time clock, two way radio, copy machine, fax machine and multi-line telephone system.

PHYSICAL DEMANDS: The physical demands described here are representative of those that

must be met by an employee to successfully perform the essential functions of this job. Reasonable

accommodations may be made to enable individuals with disabilities to perform the essential

functions.

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CITY OF HALLETTSVILLE

While performing the duties of this job, the employee is frequently required to sit, stand, walk, speak and hear. The employee is occasionally required to use hands to handle or operate objects, tools and/or controls, and reach with hands and arms.

The employee must occasionally lift and/or move 25 pounds, climb stairs, bend, squat, or sit for an extended period of time. Specific vision abilities required for this job include close vision and the ability to adjust focus.

REQUIRED QUALIFICATIONS

• Must have a high school diploma or G.E.D.
• Knowledge of data collection practices and software, intermediate knowledge of computers and electronic data processing, modern office equipment, practices, and procedures, Microsoft

Office software (Word, Excel, and Outlook), and the internet.

• Be a United States citizen; Be a resident of Texas, or become a resident within ninety (90) days of employment; Be at least eighteen (18) years of age; Possess a valid Texas Driver’s

License.

• Never have been convicted of a felony, or a misdemeanor involving moral turpitude.
• Be subject to a thorough background investigation and personal interviews by agency personnel.
• If served in the armed forces of any country, demonstrate stability, reliability, and integrity, by having an Honorable Discharge.
• Demonstrate a good financial credit rating.
• Demonstrate reading and comprehension skills in the English language to at least the 12th grade level through interviews and written demonstration of proficiency.
• Demonstrate honesty and integrity by successfully completing pre-employment polygraph and drug test.
• Must possess the prerequisites of the Basic Telecommunicator Proficiency Certification requirements per Texas Commission on Law Enforcement (TCOLE).
• Ability to achieve Telecommunicator License as described by the Texas Commission on Law

Enforcement within 6 months.

• Must Meet TCOLE and CJIS requirements.

License and Certifications:

Non-Sworn -Texas Commission on Law Enforcement Telecommunicator Certification

Sworn – Peace Officer License issued by the Texas Commission on Law Enforcement

(TCOLE) & Texas Commission on Law Enforcement Telecommunicator Certification

DESIRED QUALIFICATIONS

• Associate’s degree from an accredited college with major course work in Business

Management, Public Administration, Business Administration or related field and four years of clerical and administrative experience.

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CITY OF HALLETTSVILLE

• Sworn Position – See Police Officer Job Description.

CLOSING STATEMENT

This job description is not, nor is it intended to be, a complete statement of all duties, functions and responsibilities which comprise this position.

Selected applicants must be able to pass a criminal history background investigation, pre- employment physical, drug screen, periodic CJIS background check (for positions requiring access into Police Building) and social security number verification check. Any position that lists a minimum qualification for education level and/or license/certification will require the applicant to provide proof of documentation if selected for hire into the position with the City. The City of

Hallettsville is an Equal Opportunity Employer. TCOLE requirements to successfully complete a psychological and physical exam are also required.

I have read the above job description. I agree this job description is a fair representation of

the duties of the position that I will be expected to perform and by signing below, indicate that

I can perform these duties with or without accommodations.

Applicant or Employee:

_____________________ ________________________ ________
Printed Name Signature Date

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Job Type: Full-time

Pay: From $15.38 per hour

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

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