ADMINISTRATIVE ASSISTANT |Police Department Community Outreach

This person in this position is responsible for providing administrative support to an assigned department in the city. The incumbent’s work generally involves public contact, maintaining a variety of records, receiving phone calls and coordinating and scheduling meetings.

Essential Job Functions

Police Department
• Must be able to understand and implement the police department's guidelines for building rentals; these actions include keeping calendars, maintaining contracts, and scheduling building tours.
• Must attend and take photographs for social media at police community events during the week and some weekends.
• Maintain a high level of customer service for City of Douglasville police department guest
• Oversees departmental calendar, scheduling appointments and meetings as necessary;
• Coordinates calendar events to include planning/scheduling appointments, meeting, and updates as needed;
• Composes letters and memoranda for signature as needed;
• Responds to routine correspondence within established guidelines;
• Plans, organizes, and attends meetings and community events as directed;
• Support department staff with updates to webpages and social media outlets;
• Maintains office files and records;
• Financial Responsibilities: Prepare and/or process purchase orders; accountable for inventory/property management; make recommendations that impact the budget; and manage the budget within assigned department;
• Performs other related duties as required;

Minimum Education And Experience Requirements

Requires High School diploma or equivalent; one (1) year of progressively responsible administrative work, with some experience in the public sector preferred; or an equivalent of education or experience.

Knowledge, Skills And Abilities
• Knowledge of modern office practices, methods, equipment, and standard clerical procedures.
• Knowledge of or ability to learn the department's rules, regulations, policies, and procedures.
• Knowledge of all municipal functions, contacts, and activities of various departments.
• Knowledge of use of proper grammar and spelling.
• Skill in operating a computer.
• Skill in oral and written communication.
• Skill in time management, organization, and people.
• Ability to learn, understand and apply the concepts, practices and procedures of the department.
• Ability to pay close attention to details.
• Ability to handle several projects simultaneously.
• Ability to understand and follow quickly and accurately oral and written instructions.
• Ability to prepare clear and concise reports and maintain accurate records. Ability to maintain alphabetical and chronological files.
• Ability to work independently without specific instructions.
• Ability to establish and maintain effective working relationships with City employees and the general public.
• Ability to provide excellent customer service to employees and vendors in person and by telephone.
• Ability to maintain complex records.
• Ability to have good judgment, tact and professionalism.
• Ability to multi-task with frequent interruptions.

Certification, License And Special Requirements

Possess and maintain a valid Georgia Driver’s License and a satisfactory Motor Vehicle Record (MVR).

PHYSICAL DEMANDS

The work requires standing, walking, sitting, lifting up to 40 pounds, carrying, pulling, climbing, balancing, stooping, kneeling, crouching, reaching, handling, speaking, hearing, and seeing.

WORK ENVIRONMENT

The work is typically performed in an office environment.