Administrative Assistant

at City Of Moline % Personnel Dept in Moline, Illinois, United States

Job Description

Characteristics of the Job

Under general supervision, performs advanced administrative duties; prepares & handles legal & highly confidential information including confidential information related to collective bargaining; handles incoming calls, answers questions; serves as staff support to one or more boards & commissions that meet on a monthly basis; & otherwise relieves officials of administrative & business detail. 

Examples of Duties  

Provide on-going complex administrative support to Police Administration & all divisions in the Police Department.

Handle highly confidential & sensitive information, including but not limited to, information related to personnel matters, collective bargaining, ongoing & active police investigations, & other information handled by Police Administration.

Coordinate special projects, programs, services & events on an interdepartmental and/or a community-wide basis.

Attend monthly board and/or commission meetings, assist members with projects, make presentations, answer questions & take minutes at meetings, provide regular guidance on required Board actions related to personnel & the Open Meetings Act.

Draft city council resolutions, ordinances & agenda item descriptions & meet designated deadlines for submission of same for City Council consideration.

Maintain & account for department office supplies. 

Maintain & update department organizational charts & directories.

Maintain the Police Department website, publications, brochures & other documents, to include content and design, to further the Police Department brand.

Determine Veteran’s Affairs on-the-job training qualification & submit necessary federal documents to the VA office for initial approval & monthly payment distributions.

Gather & compile purchasing card receipts & statements to be submitted to the Police Business Analyst for approval.

Serve as backup to the Police Business Analyst in the handling of payroll duties for the Police Department to include bi-weekly data entry & related paperwork, in accordance with applicable labor agreements and/or City policy.

Operate general & specialized office equipment such as computers, telephones, recording equipment, copiers, calculators & fax machine, etc.

Organize & maintain files, correspondence & other records & reports.

Resolve administrative matters: schedule appointments; arrange & prepare meetings; examine & summarize material for Police Administration; assist with establishing work flow & systems.

Answer telephone & give information to callers in accordance with departmental policies or route call to appropriate official & place outgoing calls.

Accept requests from the public for services of off-duty officers; post & monitor off-duty jobs; prepare invoicing information & submit to the Finance Department for work performed.

Monitor approved training requests; make travel arrangements & reservations; enter completed training into electronic personnel file & file training certificates.

Monitor personnel evaluation requirements & deadlines; prepare required documents for all personnel actions.

Provide information to co-workers & the public: explain department & City policy & procedure; describe department & City programs; provide guidance & direction; answer questions; direct to other sources of information.

Compose, compile & type important, detailed & complex correspondence & reports; proofread & edit correspondence; take notes & prepare minutes of meetings

Distribute incoming mail & prepare outgoing mail.

Develop & maintain positive relationships with the general public, persons in other departments & outside agencies & some contact with officials at higher levels of the organization & outside agencies for the purpose of explaining procedures, services & regulations of a specific division or department.

Other duties may be assigned.