CITY OF OVERLAND PARK - POSITION DESCRIPTION

JOB SUMMARY STATEMENT: Provides administrative support and upper-level administrative assistance to the Chief of Police and senior police staff. Provides day-to-day supervision to the Administrative Assistants assigned to the Bureau Commanders. Coordinates Public Safety Agenda for Department. Provides direct staff support to Civil Service Commission and the Independent Citizens Advisory Board regarding Racial Profiling and Non-Biased Policing. Interfaces with City Manager's office and City Council. Coordinates departmental recognition events to include retirements, promotions and appreciation dinners.

DUTIES AND RESPONSIBILITIES:

Provides administrative support to the Chief of Police to include compiling routine to complex correspondence, reports, contracts and ensures that City policies and procedures are followed. Takes, transcribes and distributes minutes for Department staff meetings. Opens and distributes incoming mail and refers inquiries to proper staff. Answers phone and directs calls. Maintains filing and confidential department personnel records.

Supervises and participates in the work performed by two Bureau Administrative Assistants. This includes scheduling, periodic work review, establishing and enforcing work standards, and conducting performance status reports and appraisals. Works closely with senior police staff to ensure administrative support is efficient and effective.

Responds to questions and requests for information from all levels in the department. Receives visitors, schedules appointments, and follows-up on telephone calls. Maintains and updates policy and procedure manuals and reference materials. Handles petty cash transactions. Coordinates, types, and distributes updated Record Retention Schedule. Prepares and submits time entry for payroll processing. Conducts training sessions, oversees quantitative purchasing and Maintains thorough knowledge of departmental and organizational policies and procedures and communicates procedural information to department divisions.

Coordinates the department travel budget spreadsheet and ensures accurate recordkeeping of associated expenses. Handles distribution and allocation of department travel cards. Monitor travel expenses.

Coordinates and/or oversees departmental recognition events to include departmental retirements, promotions and appreciation events.

Provides direct staff support to Civil Service Commission and the Independent Citizens Advisory Board regarding Racial Profiling and Non-Biased Policing. Coordinates submittal of agenda items and agenda material. Manually assembles and distributes agenda packets and records, compiles, and distributes minutes.

Coordinates Public Safety Agenda for Department. Collects and submits agenda items and material in an accurate, proper, and timely manner. Monitors status and submittal of signature copies of resolutions, contracts, and agreements. Prepares Action Report and agenda packets when necessary and delivers as required.

Independently researches and analyzes, and may compose, information for complex or sensitive projects.

Provides support during emergency incident operations as required.

The employee must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with whom interaction is required to accomplish work and employer goals.

The employee must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.

GENERAL QUALIFICATIONS

EDUCATION & SPECIAL LICENSE(S)/CERTIFICATIONS:

Basic high school education.

EXPERIENCE:

Six years of progressively responsible administrative experience or an equivalent combination of formal education and course work in business. Supervisory experience preferred.

SKILLS:

Excellent typing, proofreading, and grammar skills.

Knowledgeable in word processing, eMail, and calendaring systems.

Required knowledge of spreadsheets, databases, and/or graphics software applications.

Good oral (in person and on phone) communication skills.

Good written communication skills.

Shorthand or speed writing skills.

Good listening skills for note taking and minute recording.

Diplomacy and tact.

Highly organized and attentive to detail.

Project management skills.

Time management skills.

MENTAL REQUIREMENTS:

Ability to prioritize and schedule.

Ability to comprehend and protect sensitive and confidential information.

Ability to perform basic math and accounting functions.

Alpha and numeric recognition.

Ability to train and guide others.

Ability to listen, take notes, and transcribe into an accurate, detailed report of meeting or session .

Ability to organize thoughts and actions.

PHYSICAL REQUIREMENTS:

Excellent PC keyboard skills.

Ability to make and receive phone calls.

Ability to operate calculator or adding machine.

Ability to sit and be attentive for extended periods to time during meetings or department functions.

Ability to work independently.

SUPERVISORY RESPONSIBILITY (Direct & Indirect):

Administrative Assistants.

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.