Business Manager - Police

Position Information:

The Town of Dedham seeks highly qualified candidates to perform senior-level and confidential administrative functions of the Police Department. Responsible for complex administrative, skilled secretarial, financial, research, information technology and record keeping work supporting the operations and administration of the Police Department; all other related work, as required.

Qualifications:

Education and Experience

• High school diploma including, or supplemented by, training in office procedures, business and computer applications
• Five years of office experience and dealing with the public; or an equivalent combination of education and experience
• Experience in a municipal setting and/or large organization including budgeting and payroll preferred
• Bachelor’s Degree in accounting or related field, experience in public safety agency and with confidential records, documents and information highly desirable

Knowledge, Ability and Skill

• Thorough knowledge of office practices and procedures and considerable knowledge of administrative policy
• General knowledge of the legal and technical aspects of police agency governance desirable
• Proficiency in the use of Microsoft Office Suite, financial software and willingness to learn new software programs as needed
• A high degree of organizational skills, time management and attention to detail
• Ability to maintain detailed and extensive records and prepare reports
• Ability to prioritize and work effectively under time constraints to meet deadlines
• Ability to deal tactfully, appropriately, and effectively with the public and professional representatives, state and federal agencies/agents and other town departments
• Ability to respond, clearly and concisely, verbally and in writing to general or specific questions as to policies or procedures with consideration of positive public relations and to recognize those areas for which inquiries should be referred to a superior
• Ability to work independently, as well as part of a team, and to self-initiate, inclusive of acquiring and maintaining knowledge in the applicable rules, regulations and objectives of service and protection in the public sector and in applicable computer applications
• Ability to recognize and execute necessary limits on personal authority and interpretation
• Possess a thorough knowledge of and familiarity with modern office equipment, technology, and electronic equipment
• High level of professionalism and the ability to maintain confidentiality
• Oral and written communications and public relations skills

Supervised by: Works under the administrative and operational supervision of the Police Chief or his/her designee(s), and the organizational direction of the Town Manager

Essential Functions of the Job:

• Performs varied and responsible duties requiring a thorough knowledge of departmental operations, rules and regulations and applicable collective bargaining agreements and the exercise of judgment and initiative in responding to directives and inquiries, particularly in situations not clearly defined by precedent or established procedures and/or requiring analysis of facts or circumstances surrounding individual situations without violating legal or interpretive authority
• Manages the systems, processes and record keeping for department and division functions as assigned, maintaining regulatory and fiscal validity, reliability and integrity
• Performs tasks necessary to enter, compile, retrieve, and safeguard data, records and/or information necessary to successfully achieve specific program goals or department purposes
• Assists Police Chief or his/her designee(s) in upgrading department’s systems, applications and operations; brings forward options for potential improvements in content and methods of operations
• Performs administrative and secretarial functions to ensure proper and professional daily administration and operations, serving as the interior contact person in the Chief’s Office, acting as Department liaison to other departments, etc., handling daily correspondence, (preparing, editing communications, memoranda, orders and directives as scheduled or instructed), reviewing incoming correspondence for appropriate referral, for information and/or response, receiving and forwarding calls, taking messages, providing information when appropriate, reviewing schedules and appointments, providing reminders of schedules and greeting scheduled and non-scheduled office visitors
• Maintains any and all assigned specialized department systems, manual and digital, for record keeping and report writing through data input and update, the research and creation of required or requested forms, records and reports and the provision of system information to department staff, other town departments and officials, and external agencies, regulators and/or private concerns; may perform all elements of the firearms permit process including application receipt, background investigation, scheduling Chief interviews with provision of relevant applicant information, requesting approved permits from Firearms Records Bureau, delivery to successful applicant or notice of denial
• Ensures motor vehicle crash reports are electronically submitted to Registry of Motor Vehicles
• Follows legal requirements and Town and department rules, regulations and policies, to plan and perform operations and independently complete assigned tasks according to a prescribed time schedule; unusual, unfamiliar or problematic situations are referred to the Police Chief
• Maintains confidential department files
• Manages fiscal systems relative to department finances in accordance with state and federal laws and town requirements including responsibility for: payroll, verifying time slips, recording attendance, calculating differentials, special details, and pay and status changes, verification of issued checks, resolving pay issues and maintaining employee records; department expenditures and receipts management, maintaining ledger accounts, reconciling with monthly Finance Department reports and pursuing necessary research and action relative to differences, recording and depositing receipts, maintaining police detail billing, processing invoices for payment
• Assures proper procurement, assisting with the order, control, receipt and distribution of all department purchases and supplies, maintaining records, initiating purchase orders and vendor outreach or contact and processing and recording Department’s debits and receipts; and maintenance of all computer and manual files and records in a coordinated system providing updates and follow-up as necessary
• Assists in the development of the department’s annual operating and capital budget requests, providing input, research, compilation of data, and preparation of estimates and rationale for funding consideration and formal requests
• Assists in the development, processing, preparation and administration of grant applications; assists the Detail Officer in the particulars of the private police detail procedure, ensuring proper practices in his/her absence
• Communicates and interacts with staff of all other departments to establish and maintain Police Department knowledge of requirements and to ensure smooth, valid, reliable consistent procedures and information
• Performs administrative, organizational, or support projects and other similar or related duties as required, or as situation dictates and as a member of the town-wide team in the effort to provide effective, efficient, responsive municipal services

Job Environment/Physical and Mental 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 accommodation may be made to enable individuals with disabilities to perform the essential functions. Minimal physical effort is usually required in performing duties under typical office conditions. The employee is frequently required to sit, speak, hear, and use hands to finger, handle, feel or operate objects, tools, controls or equipment and reach with hands and arms. The employee is routinely required to walk and to occasionally lift and/or move up to 20 pounds. Vision requirements include close, distance and peripheral vision and the ability to read routine and complex documents and to use a computer.

Work is performed under varying levels of activity from sedate to hectic office conditions; work environment is moderate with frequent telephone and walk-in interruptions. Workload is subject to both predictable and unplanned fluctuations.

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

How to Apply

Please submit your electronic application with your resume and cover letter here.

A complete job description is available upon request.

The Town of Dedham is an equal opportunity employer. We celebrate our diverse community by respecting and appreciating our individual differences. Our inclusive culture energizes all of us to belong, collaborate, and grow.