Senior Administrative Assistant

This position is responsible for assisting the Chief of Police in the executive, administrative and budgetary functions of the police department.

• Assists the Chief of Police with daily duties assigned and delegates duties to non-sworn staff. Make sound and independent decisions on behalf of the Chief of Police when necessary.
• Receives, directs, and problem solves incoming information from internal and external customers.
• Coordinates special projects and prepares reports as assigned.
• Researches, gathers data, and prepares reports, spreadsheets and charts for the command staff.
• Attend executive staff meetings: give advice and make recommendations. Takes meeting minutes and distributes to staff.
• Handles issues with contractors and vendors related to payment and deliveries.
• Schedules and facilitates internal employee and external customer meetings.
• Prepares reports, provides data and other materials for submission to the City Commission.
• Verifies, audits, edits and process weekly payroll records. Verifies accuracy of payroll, manages timecards by reconciling and creating finished product. Works with executive staff on discrepancies and inaccuracies of all employees.
• Assists in the development and management of the department’s budget and grants; performs related data entry; prepares related reports.
• Process purchase order requests from command staff; reviews for accuracy.
• Process accounts payable; receives and processes payments; manages reimbursement processes for federal, state and local governments.
• Processes credit card transactions and manages all authorized department credit card holders, ensuring all line items are coded accurately.
• Ensures that the budget database is up to date and accurate, alerting executives of budget issues and forecasting over-budget situations.
• Manages notary certifications for new and renewals for the department.
• Manages personnel actions for the department to ensure they are completed accurately and completely.
• Compiles yearly annual evaluation data for the department; makes charts and graphs for executive staff.
• Performs related duties.

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
• Experience sufficient to thoroughly understand the work of subordinate positions to be able to answer questions and resolve problems, usually associated with one to three years’ experience or service.