POSITION SUMMARY:

The Administrative Assistant in the Training Division provides administrative support to the captain and others in the division. This position requires a great deal of discretion with the utmost confidentiality.

SUPERVISION EXERCISED:

Not applicable.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Greets and assists all visitors at the front desk/reception area, answering questions and responding to inquiries in a kind, professional, and welcoming manner.

• Answers the telephone, thoroughly screens calls, directs related requests to the proper person, and return voicemails.

• Write and distribute emails, correspondence memos, letters, and faxes.

• Responds to and types emails regarding upcoming trainings.

• Maintain consistent communication with applicants throughout the process by phone, email and in person.

• Perform data entry.

• Be able to keep details records of the following:

• Training Records
• Training Rosters
• Regional Academy members
• Regional Schools and In Service training
• Sworn Personnel List
• Instructor List

• Assist with travel and reimbursement requests.

• Assist with hiring process (sending emails, typing letters, making telephone calls, making copies, running credit reports).

• Assist with agility test (both for new hires and officer volunteer fitness test).

• Set up and break down for trainings hosted at the Police Department.

• Any other duties assigned by the captain of the training division.

QUALIFICATIONS

To perform this position successfully, an individual must be able to perform each essential duty in a satisfactory manner. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION / QUALIFICATIONS

High school diploma or equivalent education required.

At least two years administrative support experience gained in a high-paced office environment required.

KNOWLEDGE, SKILLS AND ABILITIES PREFERRED

• Exceptional customer service skills and ability to interact enthusiastically, tactfully, professionally, and kindly with all persons on the telephone and in person.

• Strong administrative skills, including organization and a full ability to use all Microsoft Office Suite products.

• Excellent time management skills and the ability to prioritize work.

• Ability to perform tasks despite talking and frequent interruption.

• Ability to establish and maintain effective relationships and communications with the public, staff, and external agencies.

• Strong problem-solving skills, a high attention to detail, and an enthusiasm for teamwork.

• Demonstrated ability to act with tact and discretion in managing highly confidential and sensitive matters.

• Ability to learn new software and technology.

CERTIFICATES, LICENSE, REGISTRATION:

• Valid Driver’s License

EQUIPMENT:

Computers, typewriter, land line or cellular telephone, photocopier, fax machine, radio equipment, PDA, motor vehicle.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and walk, and talk or hear. The employee is occasionally required to walk; use hands to fingers, handle or feel objects, tools or

controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus.

WORK ENVIRONMENT:

Work is performed in mostly office settings, with moderate inside temperatures. The noise level in the work environment is usually quiet to moderate in the office however certain duties may expose the employee to loud noise levels. Entire office is smoke free.