CITY OF GALLATIN
PURPOSE OF POSITION:
Performs clerical and administrative work assisting the Administrative Supervisor and other certified Police staff.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
1. Serves as the administrative support position to the Administrative Supervisor and other divisions within the department.
2. Prepares and maintains accounting systems and various records and files.
3. Assists with administrative tasks as assigned.
4. Receives calls and callers for the Director and directs to appropriate authority for disposition.
5. Maintains employee and personnel records, reviews records for accuracy, and maintains files.
6. Assists with budget preparation.
7. Undertakes special projects.
8. Maintains calendar, schedules appointments, responds to invitations and schedules interviews.
9. Processes service requests, prepares work orders.
10. Follows up on work orders to insure proper and timely action.
11. Maintains bookkeeping and program records, reviews and processes accounts receivable and payable.
12. Prepares monthly, quarterly and annual reports.
13. Attends meetings of commissions, boards and committees, complies and types agendas.
14. Prepares minutes of meetings, prepares files and forwards action needs to proper department/division. (
15. Transcribes correspondence, composes routine correspondence, and types a variety of reports and materials.
16. Maintains the payroll system for the department, prepares entries and reports.
17. Maintains active NCIC entries, monthly validation of entries, CJIS training, SOR packets, user agreements, query certification of personnel, prepare and attend TBI audit.
18. Receives calls from the public and assists with inquiries or directs calls as appropriate.
19. Completes minor police reports by phone or in person as needed.
20. Responsible for redaction and completion of open records requests including videos, photographs, calls, production letters. Log dissemination into RMS.
21. Responsible for entry and validation of incident and arrest reports into RMS including State uploads.
22. Pulls statistical data and reports for the weekly CompStat packet.
23. Transcribes interviews and recordings.
24. Assist with data entry and notification letters related to Property Maintenance.
25. Attend yearly TAC/Alt TAC training.
26. Attend yearly TIBRS training.
27. May be responsible for purchasing of uniforms and equipment and fleet.
28. Performs other duties as assigned.
MINIMUM QUALIFICATIONS:
- High School Diploma/GED.
- Associate’s and/or Bachelor’s degree in Office Administrative, Business Administration, or related field is preferred.
- Must have a minimum of three (3) to five (5) years’ recent work experience in a clerical/office with Customer Service experience and/or working with the Public, preferably working directly with executive level support positions.
- Must have a valid driver’s license.
KNOWLEDGE, SKILLS AND ABILITIES:
- Knowledge of standard office practices, procedures, equipment and secretarial techniques.
- Knowledge of business English, spelling and arithmetic.
- Knowledge of the organization and functions of the department and of general administrative policies and
practices.
- Ability to keep office records and to prepare accurate reports from file sources.
- Ability to perform and organize work independently.
- Ability to operate a computer, including having Microsoft experience in Excel, Outlook, PowerPoint, and Word.
- Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor.
- Ability to maintain effective working relationships with other employees and the public and to deal with public relations problems courteously and tactfully.
- Ability to establish and maintain effective and professional working relationships with vendors, finance staff, other department heads and governmental officials.
- Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
- Ability to prepare and maintain accurate and concise records and reports.
- Ability to understand and effectively carry out verbal and written instructions.
- Ability to communicate effectively with other members of the staff, supervisor, and the public.
- Ability to communicate in both written and verbal form.
- Ability to develop, interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
- Ability to define problems and deal with a variety of situations.
- Ability to think quickly, maintain self-control, and adapt to stressful situations.
- Ability to maintain discretion regarding business-related files, reports and conversations, within the provision of open records law and other applicable State and Federal Statutes and Regulations.
- Organizational and time management skills needed to meet deadlines.
- Must have ability to work accurately with attention to detail.
- Ability to maintain confidentiality.
- Ability to work the allocated hours of the position.
PHYSICAL REQUIREMENTS:
This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects and some medium work requiring the exertion of up to 50 pounds of force occasionally. Physical activities include stooping, pulling, lifting, reaching, fingering, grasping, and repetitive motions. Also includes the necessity to communicate by talking, hearing/listening. Specific vision abilities required by this job include close, distance and peripheral vision; depth perception; and the ability to adjust focus.
WORK ENVIRONMENT:
Works if an office setting, in generally comfortable conditions.
The City of Gallatin is a drug-free equal opportunity employer, with policies of non-discrimination on the basis of race, sex, religion, color, national or ethnic origin, age, disability, military service, or political affiliation.
In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
