Location: Flower Mound,TX, USA
Overview:
Under the supervision of the Assistant Chief of Police, provides administrative support to the Support Services Division of the Police Department.
WORK ACTIVITIES:
* Maintains records related to purchases made by the department. Codes expenses according to Town guidelines to ensure funding is appropriately documented. Records transactions in a department spreadsheet and reconciles expenses with the amounts recorded in the Town financial software. Resolves inconsistencies between department records and Town recordkeeping by working closely with Town Financial Services staff.
* Tracks ongoing departmental expenses and notifies supervisor of trends in spending. Identifies areas of overspending and alerts supervisor if funding is unavailable.
* Provides information regarding revenues and revenue trends.
* Assists with the development and execution of the annual department budget. Projects anticipated annual revenues and spending of expense accounts. Proofreads budget submittal documentation and data-entry for accuracy.
* Collaborates with other team members to create requisitions based on Town purchasing practices. Retaining quotes, sole-source letters, and other supporting documentation required for larger purchases.
* Reconciles MasterCard accounts for the department.
* Adheres to required retention of records.
* Provides administrative support to the Assistant Chief of Police and other team members as needed.
* Sorts and distributes incoming mail. Prepares outgoing mail items for equipment returns and repairs.
* Maintains digital training records and certificates for Support Services personnel. Identifies certifications nearing expiration and notifies personnel as needed.
* Performs other general tasks to include typing; data entry; proofreading; filing, sorting, and retrieving records, photocopying; collating materials; performing mathematical calculations with proficiency; identifying work related problems; interacting with co-workers to accomplish work assignments; planning and scheduling work independently in the absence of specific instructions or supervision.
* Adheres to flexible scheduling as needed. Coordinates time-off requests with other team members. Must report to work as scheduled.
* Assists other employees as needed.
* Adheres to personnel safety, departmental policies and procedures, and administrative orders.
* Follows appropriate chain of command when applicable as provided in Town and department policies.
* Informs supervisor of all work activities.
* Performs other duties as assigned.
Qualifications:
BASIC QUALIFICATIONS:
* Must have a valid Texas driver's license and driving record must be in compliance with Town policy.
* Must submit to and pass a post-offer, non-regulated drug test and thorough background checks (including criminal history).
EDUCATION:
* A High School Diploma or General Equivalency Diploma (GED) is required.
WORK EXPERIENCE:
* Two years of administrative or related office/secretarial work experience required.
Desired Qualifications:
KNOWLEDGE / SKILLS / ABILITIES:
* Excellent working knowledge of office administrative practices and computer operations to include MS Office programs such as Outlook, Word, and Excel. Some knowledge of MS Access is preferred.
* Ability to type 50 net words per minute.
* Have excellent English communicative skills to include spelling, grammar, and punctuation.
* Able to follow oral and written directives; work well under pressure and stress; administer multiple projects; prioritize and organize work assignments; and meet deadlines.
* Able to work in a team setting and foster a cooperative working environment which maintains a positive image of the department and promotes harmonious relations among employees or between employees and the public.
* Maintain a strong customer service focused attitude.
* To perform the essential functions of the job, must be able to understand and carry out oral and written directives; handle multiple tasks; prioritize and organize work assignments; make competent decisions; able to see, hear, talk, and write; maintain a pleasant and friendly demeanor at all times; and must be able to maintain confidentiality of confidential matters.
* Able to work occasional evenings and weekends.
PHYSICAL ABILITIES:
THE PHYSICAL ABILITIES DESCRIBED HERE ARE REPRESENTATIVE OF THOSE THAT MUST BE MET BY AN EMPLOYEE TO SUCCESSFULLY PERFORM THE ESSENTIAL FUNCTIONS OF THIS JOB.*
* Frequent climbing, balancing, reaching, standing, stooping, kneeling, crouching, and manual dexterity.
* Must be able to read, see, hear, talk, write, and sit for long periods of time; and enunciate clearly, precisely, and effectively with a pleasing voice tone quality.
* May be required to move various boxed documents weighing up to 50 pounds with the use of a dolly for assistance. May be required to lift and organize 25 pounds of heavy file storage boxes without additional assistance.
* Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
HIPAA COMPLIANCE STATEMENT:
All employees who have access to health information whose confidentiality is protected by the HIPAA Privacy Rule must have an understanding and knowledge of the Privacy Rule that corresponds to their job responsibilities and of the Police Department's policies and procedures that impact their job duties. Employees who violate the requirements of the HIPAA Privacy Rule will be subject to discipline, up to and including termination.