68,376–87,276 a year
Full-time
To Apply: https://g.co/kgs/c2cszX
DEFINITION: Under general supervision, performs a wide variety of routine and complex office, clerical, and administrative support tasks and duties, often confidential in nature, in support of the Chief of Police and police management; assists the public by providing information personally or directing information requests according to established procedures; sorts, logs, and maintains records and other documents; performs other related duties as required. DISTINGUISHING CHARACTERISTICS: The Management Analyst-Police Department is the full working level classification in which incumbents are expected to independently perform the full scope of assigned duties. Incumbents perform a full range of office and administrative support duties, including organization and coordination of workload, maintenance of a calendar, scheduling of appointments, and preparation of documents. This classification is distinguished from the Administrative Secretary by the performance of sensitive and confidential duties performed in a law enforcement arena and related to the administrative support of the Chief of Police. SUPERVISION RECEIVED/EXERCISED: Receives general supervision from the Chief of Police. Incumbents in this class do not routinely exercise supervision. ESSENTIAL FUNCTIONS: (include but are not limited to the following): • Performs a wide variety of routine and complex office, clerical, and administrative support tasks and duties in support of the Chief of Police and police management; assists the public by providing information personally or directing information requests according to established procedures .• Performs a wide variety of sensitive and confidential routine and complex office, clerical, and administrative support tasks and duties, including police internal affairs administrative investigations; maintains, creates, and updates the personnel files for the entire department; ensures personnel files are in order for the Department of Justice audits; maintains and updates personnel roster. • Demonstrates an understanding of applicable policies, procedures, and work methods associated with assigned duties; responds to questions and concerns from the general public regarding a variety of issues; provides information as appropriate; receives visitors and telephone calls, directing them to the appropriate information source; represents the Police Department to all callers and visitors in a professional and customer-friendly manner. Uses computers to enter and prepare a variety of documents, including agendas, staff reports, general correspondence, reports, and memos from rough drafts or verbal instructions; operates other automated office equipment; types drafts and a wide variety of finished documents. • Processes various permit applications, including obtaining fingerprint records; creates ID cards for all employees. • Assist the department’s training manager with entering and filing completed training certifications/courses, reserve training courses/lodging for department personnel, order per diem/training checks from finance, and issue travel credit cards and other logistical information to personnel who will be attending training courses. • Compiles and maintains records and prepares reports; maintains a variety of files; processes statements for payment, including coding the statements and entering them into the automated system for payment; may send statements to the Administrative Services; assists with budget preparations; orders supplies as requested. • Assists with the hiring process, including scheduling interviews, completing background investigation checklist, and following up with the Department of Justice for Live Scan fingerprints; schedules polygraphs; assembles informational packets for new hires; sets up training files and department personnel files for new hires; completes Notice of Appointment and Notice of Resignation forms with POST. • Sorts, files, prepares, maintains, and processes time sheets, personnel forms, purchasing forms, and claim forms; processes personnel action forms for new hires, retirements, terminations, address changes, and salary changes; processes all employee evaluations. • Schedules meetings and appointments; maintains a calendar for meetings and other events; arranges travel to meetings and conferences. • Establishes positive working relationships with representatives of community organizations, state/local agencies, City management and staff, and the public. QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification.) Education and/or Experience: Experience: Four years of progressively responsible administrative and analytical experience within a Police Department involving progressive administrative and clerical support experience; researching, analyzing, and recommending policies, procedures, and actions on a variety of issues, supplemented with specialized training in the clerical/secretarial field. Education: Bachelor’s degree from an accredited college or university with major coursework in public administration, public policy, political science, business administration, or a related field. Each year of relevant professional-level work experience may be substituted for one year of required education (this will be evaluated on a case-by-case basis). Previous experience as the Executive Assistant to a department Director, preferably in a Police Department or equivalent is highly preferred. A high degree of demonstrated proficiency with Confidential Records Management, Microsoft Office Suite, and Adobe Suite. License/Certificate: Possession of, or ability to obtain, a valid Class C California driver’s license. KNOWLEDGE/ABILITIES/SKILLS: (The following are a representative sample of the KAS’s necessary to perform essential duties of the position.) Knowledge of: Modern office, administrative, and clerical policies and procedures; City codes and ordinances; law enforcement policies and procedures; chain of command; personnel files; complex clerical and administrative tasks; basic principles of mathematics; applicable federal, state and local laws, codes, and regulations; methods and techniques of scheduling work assignments; modern office procedures, practices, methods, and equipment, including a computer and applicable software; methods and techniques for record keeping and report preparation and writing; proper English, spelling, and grammar; occupational hazards and standard safety practices. Ability to: Take a proactive approach to problem solving; demonstrate an awareness and appreciation of the cultural diversity of the department and community; attend work, as scheduled, on a regular basis, to effectively perform the position’s required duties and responsibilities; as well as practice and exemplify the Department’s Vision for Service. Provide complex clerical support to the Chief of Police and police management; read, understand, and review documents for accuracy and relevant information; use applicable office terminology, forms, documents, and procedures in the course of the work; maintain complex office and confidential records and files; meet critical deadlines; deal successfully with the public, in person and over the telephone; courteously respond to community issues, concerns, and needs; perform mathematical calculations quickly and accurately; interpret, explain, and apply applicable laws, codes, and regulations; read, interpret, and record data accurately; organize, prioritize, and follow up on work assignments; work independently and as part of a team; make sound decisions within established guidelines; analyze a complex issue and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships. Skill to: Operate standard office equipment, including a computer and variety of word processing and software applications
