Administrative Secretary I
Job description
- Performs and/or coordinates all general administrative and secretarial duties for the Station Commander and his staff.
- Creates and maintains rosters, lists and reports; types and composes correspondence, letters, and memos for signature.
- Generates printouts and posts daily personnel orders/ station reports and related memos.
- Prepares and maintains related reports for courts, arrests, narcotics, gun and contraband, motor vehicle accidents, personal injury/fatal accident recording, citations and related unit activities in accordance to established procedures, i.e., OUI violation reports.
- Prepares and maintains station logs, rosters, seniority rosters, bid selections, shifts rosters, and related scheduling reports, i.e. 56 Day Bid Selection Cycle; adhering to assigned policy and procedure.
- Compiles statistics and assesses information for end of the month reports in a timely manner which will be endorsed and signed off by the Station Commander, i.e., NIBRS Reporting, Officer Injury Reports, Use of Force.
- Generates weekly time entry reports and monthly cruiser mileage reports.
- Receives and processes troop mail; including intra-agency, receives calls and requests from the general public or outside agencies; processes all requests in accordance with policy and procedure.
- Answers and forwards Station Commander's phone calls, logs calls and forwards to other personnel when necessary; answers and/or refers inquiries to appropriate parties for action, receives and screens visitors.
- Maintains files and records such as correspondence files, confidential records, field folders, medical reports, etc.
- Checks for accuracy on all typed correspondence and reports, ensures, grammar, punctuation, spelling and formats on all reports and correspondence are accurate.
- Schedules and coordinates meetings, orders supplies, oversees proper working order for office equipment, i.e., computer, fax, photocopier and printers.
- Performs all other duties as requested.
OPTIONAL DUTIES [depending on assignment]
- Process Freedom of Information requests
- Performs function as CJIS/LEAPS back-up
First consideration will be given to those applicants that apply within the first 14 days.
Applicants must have a high school diploma or equivalent and (A) at least three (3) years of full-time, or equivalent part-time, experience in clerical or secretarial work or (B) any equivalent combination of the required experience and substitutions below.
Substitution:
I. An Associate’s degree or higher may be substituted for two (2) years of the required experience.
Comprehensive Benefits
When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
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Executive Order #595: As a condition of employment, successful applicants will be required to have received COVID-19 vaccination or an approved exemption as of their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment. Applicants who receive an offer of employment who can provide documentation that the vaccine is medically contraindicated or who object to vaccination due to a sincerely held religious belief may make a request for exemption.
An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.
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