Administrative Assistant/Executive Secretary
Job Description

This opening and posting will remain until filled.

  Applications will be reviewed for interviews, which will begin on Tuesday, October 25 and will cease when the position has been filled.

General Summary

The position of Administrative Assistant/Executive Secretary is responsible for providing administrative and secretarial support to the Chief of Police. This position involves performing secretarial services requiring independent judgment, initiative and discretion within the City and Police Department policies. Responsibilities include but not limited to greeting visitors, answering phones, receiving and distributing mail and correspondence, gathering data and compiling various reports for management, conducting projects and assignments, photocopying, maintaining files, ordering supplies and issuing correspondence.

Principal Duties and Responsibilities

• Receives communication for the Chief of Police in written and verbal form and relays information to Chief of Police.
• Gives appointment reminders, arranges and confirms meetings, and makes travel arrangements as requested for the Chief of Police.
• Assists with the preparation of the annual budget.
• Reviews incoming correspondence and routes matters requiring action to the proper people.
• Records and/or transcribes minutes of meetings.
• Prepares proposals, responses, position statements, communications, and related documents for the Chief of Police, related to administrative, employment and legal activity.
• Composes correspondence; a variety of reports and material from rough drafts, reviewing for correct structure, grammar and format.
• Attends various meetings with the Chief of police; takes and transcribes minutes into a final document.
• Typing and/or word processing all correspondence, reports and memos from the Chief of Police.
• Organizes and maintains various administrative, reference and follow-up files, timesheets, and ads for recruitment of new staff, purges files as requested.
• Schedule and confirm meeting rooms.
• Organizes own work, sets priorities and meets critical deadlines and ensures that such deadlines are met by other staff.
• Relieves Chief of Police of certain administrative matters by following up on projects, transmitting information, and keeping him informed of pertinent activities.
• May assist with the development and administration of the department’s budget; may prepare or maintain statistical, fiscal or payroll information.
• Performs related work within the general knowledge, skills and abilities set forth or as assigned by the Chief of Police.
• May be required to be responsible for entering evidence/property and maintaining the evidence room.
• Responsible for radio communication with officers and Central Dispatch.
• This position requires an extreme sensitivity and confidentiality.

Knowledge, Skills, and Abilities

• Office administrative and secretarial practices and procedures, such as proficiency with: business correspondence, English language, spelling, arithmetic, grammar, proficiency with: computers for word processing and spreadsheet applications, transcription machine, calculator, facsimile machine, photocopier and typewriter,
• Type accurately 50 words per minute on computer.
• Basic organization and function of public agencies, ability to establish and maintain effective working relationships with supervisors, coworkers and the public, to interpret, explain and monitor office activity.
• Ability to work independently within City and Police Department policies, rules and regulations
• Ability to become bonded.
• Recordkeeping, report preparation, filing methods and records management techniques, correct English usage, including spelling, grammar, punctuation, and vocabulary, standard business arithmetic, including percentages and decimals.
• Basic supervisory principles and practices, basic budgeting principles and practices.
• Providing varied, responsible, and often confidential secretarial and office administrative assistance to Chief of Police.
• Planning, directing and reviewing the work of assigned staff and instructing staff in work procedures.
• Interpreting, applying and explaining complex policies and procedures.
• Using tact, discretion, initiative and independent judgment within established guidelines and analyzing and resolving office administrative situations and problems.
• Organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction, composing correspondence independently or from brief instructions.

Education and Experience

• Two years of secretarial experience, which has included providing office and administrative support to management staff (preferred as a level equivalent to the Chief of Police.)
• Preferred: At a minimum having been graduated from a 2-year program with some word processing and personal computer training supplemented with five years of responsible secretarial experience, or an acceptable equivalent combination and experience.
• Any combination equivalent to: (2) years of college level course work or business training in public or business administration, office management, administrative assistance/secretarial training, or a related field.
• Requires skill in transcribing or taking notes of minutes of meetings.

Physical Demands

The physical demands characterized here epitomize those that must be met by an employee to properly perform the integral functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

In order to properly perform the integral functions of this job, the employee is occasionally required to: stand or walk and stoop or kneel. Frequently, the employee is required to sit. It is crucial to the outcome of the job tasks that the employee is able to: talk, or hear, use hands to finger, handle or feel, and reach with hands and arms extensively and able to lift at least 10 pounds.

The employee in this classification will be required to frequently lift objects of up to 10 pounds in weight. Occasionally, the employee will have to lift/move objects of up to 25 pounds in weight. Vision requirements for this position include close vision and the ability to adjust focus.

Works in a climate controlled office environment with a low to moderate noise level.

Salary

Salary will be in the mid 20's.

Requirements

The applicant that is considered for employment may be required to take a psychological test/suitability screening, polygraph, physical, drug screen and a background investigation, including credit checks.

Applications may be picked up at the Police Department or City Clerk’s Office. Please mail your application to Chief Stephen R. Boven at 335 E. Mail Street, Wilmore, KY 40390. A resume is required at the time the application is mailed.

The City of Wilmore is an equal opportunity employer.