Administrative Assistant - Police (Chief's Office)

Nature of Work: This is a regular full-time position in the Police Department functioning as a general administrative assistant to the Chief of Police and Administrative Services Division. Work involves preparing the Department payroll and assisting the Chief of Police by relieving him/her of routine administrative details. Work includes a wide variety of administrative and secretarial tasks which require the application of independent judgement and organization skills. This is an administrative position that involves complex work methods, decision-making skills, operation of computers, and various software applications. The Administrative Assistant is supervised and evaluated by the Chief of Police.

Essential Duties:

• Provide administrative assistance to the Chief of Police and Deputy Chiefs by assembling information for their use, answering routine questions and assisting persons seeking information from the Police Department or making appropriate referrals for assistance, receiving and direct calls and visitors to the appropriate staff, receiving comments and complaints from the public and referring for appropriate corrective action, and providing other administrative assistance as assigned. This is a confidential position. The Administrative Assistant will have knowledge of, and assist the Police Chief and Deputy Chiefs with sensitive communications and information.
• Provide secretarial support to the Chief of Police and Deputy Chiefs by preparing and modifying documents including correspondence, reports, shift schedules, drafts, memos, letters, and emails. Establish and maintain electronic and hard copy filing systems. Schedule appointments for the Chief of Police and keep him advised of scheduled appointments and activities.
• Plan and prepare for Department events, large meetings, and major investigations.
• Provide overall administrative support to the Department by assisting members with leave time, leave time requests, payroll questions, injury reports, and restricted duty.
• Prepare bi-weekly payroll for the Department.
• Prepare the Department budget and related performance measures.
• Coordinate purchasing, including preparation of documents, processing of purchase orders, and check requests. Process invoices and balance statements with vendors when necessary. Provide purchasing information to members of the Department needing assistance.
• Process funds sent to the Department.
• Order Department equipment and supplies to include uniforms and equipment for officers.
• Reconcile and approve proximity cards issued to members of the Department.
• Track and distribute evaluations to be completed by supervisors.
• Assist in the accreditation and policy development process.
• Assist in the review of Department policies. Keep track of all issued policies, procedures, rules, regulations, and job descriptions in an effort to keep them current and consistent; develop new police record forms and upgrade current forms.
• Prepare all necessary paperwork for new police officers attending basic training academy and coordinate the scheduling of any pre-employment exams required for entry-level and lateral officers.
• Maintain the department roster reported to the Illinois Training and Standards Board on a bi-annual basis. Ensure proper paperwork and training certificates are submitted for new officers hired.
• Track and maintain benefit time for department employees to include personal days, compensatory time, and longevity increases, maintaining compliance with current FOP contracts.
• Provide assistance in the promotional process including promotional potential ratings, composite scoring results and scheduling interviews.
• Facilitate the GI Bill process through Veterans Affairs for qualifying officers.
• Assist the FOIA Officer with FOIA requests.
• Serve on the Department’s Safety Review Board.
• Maintain database for drug testing program.
• Serve as site administrator for the electronic access control system and department identification card system.
• Proficient in the use of personal computers and software including MS Word, Excel, Publisher, and Outlook. Ability to easily learn other necessary software.
• Effectively and efficiently use personal computers, telephones, copy machines, and other appropriate office equipment.
• Maintain a high level of strict confidentiality in regard to all information received, prepared, or delivered by or to the Police Department regarding its official duties.
• Use tact and good judgement and utilize effective interpersonal skills with co-workers and the public; coordinate and cooperate with other City staff in performing functions; work effectively both independently and as a team member.
• Perform duties in accordance with general orders, special orders, and rules and regulations of the Police Department as set out in the Carbondale Police Department’s Policy Manual.
• Drive City and personal vehicles safely in accordance with City and Police Department policy.

Other Duties: Perform other duties as necessary to carry out the mission of the Carbondale Police Department.

Work Environment: Work is usually performed in an office setting but may require the occasional operation of a vehicle during the course of the workday in a variety of weather conditions to perform certain job functions.

Physical Demands: Work is essentially sedentary with occasional walking, bending, lifting of objects under 25 pounds, or minimal physical activities. Work requires the ability to sit for extended periods of time, operate personal computers and perceive and/or discriminate colors, sounds, depth, and texture.

Minimum Acceptable Qualifications: High school diploma or equivalent. Four years of verifiable full-time administrative experience. Experience preparing budgets and managing purchases. Must be able to pass City’s required typing and windows test. Must be proficient in the use of personal computers and MS Word, Excel, Publisher, and Outlook software. Must pass pre-employment drug screening and background check.

Salary: Regular, full-time position/over-time eligible
Pay Grade 5: $21.10/hr. - $25.85/hr. DOQ

Benefits:

• Medical/Dental/Vision
• Life Insurance
• Retirement Pension
• 457 Deferred Compensation Plan
• Employee Assistance Program
• 10 days of vacation per year
• 12 days of sick leave per year
• 11 City holidays plus one floating holiday
• Section 125 pretax deductions
• Dependent Care Reimbursement Plan
• Healthcare Flexible Spending Account

Special Requirements: All prospective, newly hired, and/or onboarding employees hired after the effective date of the City’s COVID-19 Vaccination Policy (September 27, 2021) will be required to be fully vaccinated before their start date unless otherwise exempted from the Policy by an approved accommodation request. If a new employee has received a COVID-19 vaccination prior to their employment at the City of Carbondale, proof of vaccination must be provided to the Human Resources Department.

City Limit Residency Boundary Requirement Within Six Months of Employment: The City of Carbondale requires its employees in pay grades 1 to 7 to live within a nine-mile radius from the center of Carbondale. City employees in pay grades 8 and 9 must reside within Carbondale city limits. A residency nine-mile radius map (PDF) is accessible for viewing. To check a residence close to the boundaries of the radius, contact the Planning Division at (618) 457-3248.

Applications: Applicants can apply with our online application or download the employment application in PDF and either email it with a resume to tbrown@explorecarbondale.com, hand-deliver to the Human Resources Office, or mail it to the City of Carbondale, Human Resources Office, 200 S. Illinois Avenue, Carbondale, IL 62902-2047.

Application deadline is Friday, March 11, 2022, at 4:00 p.m.

The City of Carbondale is an Equal Opportunity Employer.

CITY OF CARBONDALE ORGANIZATIONAL PHILOSOPHY: As a responsive and caring community, Carbondale’s success is not just based on “what we do,” but also “how we do it.” Our core values define the behaviors important in our interactions with residents, visitors, and one another. These are the values that guide our work: accountability, integrity, fairness, communication, honesty, and teamwork.