Secretary (police)

Definition

Under general supervision of the department Office Manager or Director, provides administrative support for the department that assists in achieving the overall department goals and objectives. Provides mentoring to the clerical job class staff and assists with a variety of administrative office tasks and special projects that ensure the efficiency and improvement of department practices and procedures. This job class is treated as FLSA non-exempt.

Distinguishing Features : The Secretary Job class is distinguished from the Clerk and Senior Clerk job classes by emphasis on more complex clerical and administrative tasks. Helps the Office Manager mentor the Clerk and Senior Clerk positions but there are no supervision related tasks. Requires less supervision than the clerical job classes of Clerk / Senior Clerk.

Essential Functions : Essential functions may vary among positions and may include the following tasks and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be comprehensive list of tasks performed by all positions in this classification.

Examples of Tasks

1. Mentoring and Training: Assists the Office Manager in mentoring the department's Clerks and Senior Clerks so they attain the technical and customer service skills along with experience necessary to perform independently, serve the department's objectives and attain further career progression goals.

• Assists with cross training Clerk & Senior Clerk staff regarding department and Tribal Government practices and procedures.
• Provides recommendations regarding clerical staff mentoring and training with emphasis on improving department operations, decreasing turnaround times, streamlining work processes and working cooperatively to improve the quality of department services.

2. Administration: Provides direct administrative support to the Office Manager and Director.

• Protects access and dissemination of confidential department information.
• Performs more complex administrative assignments including processing PeopleSoft financial requisitions and Time & Labor.
• Performs more complex administrative assignments that may include computer use, spreadsheets or monitoring and inspections tracking programs to include however not limited to the budget, contracts, grants, other data, metrics and statistical systems and other administrative function, programs or systems.
• Processes and catalogues work orders. Establishes and maintains a work order filing system.
• Provides recommendations to the Office Manager regarding overall operation of the department including practices and procedures.
• Acts as point-of-contact for department Purchasing Card (P-Card) use with Office Manager approval for travel, food, office supplies, etc.

3. Office Tasks: Prioritizes clerical and administrative workflow and performs required tasks in an accurate, timely and professional manner.

• May answer, provide responses or redirect telephone calls, electronic mail, USPS mail or customers at SRPD HQ front office window all in the effort to provide excellent customer service.
• Demonstrates the ability to multi-task.
• Acts as a primary customer service representative for the department. Accepts customer feedback and complaints and organizes for routing to the proper department authority.
• Sorts and prioritizes mail for distribution that has been pre-sorted by Clerk or Senior Clerk.
• Arranges department staff travel, travel claims, accommodations and airfare as required.
• Schedules conference rooms and ensures proper and timely setup including any food coordination if required.
• Provides administrative support, including letter typing and report compilation, to departmental staff. Acts as primary typing task resource for department.
• Maintains petty cash distribution up to $500 which includes record-keeping.
• Takes notes at department meetings in the absence of the Office Manager.
• Transcribes Director's meetings minutes.
• Schedule miscellaneous appointments for management staff as required.

4. Special Projects: Assists the Office Manager with special projects as assigned by the Director or designee.

• Includes compiling statistics, data gathering and work assisting with monthly, quarterly and the annual department budget, data or operations, programs or projects process.
• Helps maintain and update resource materials.
• May be required to assist with the SRPD Community-Based Policing Programs or other projects.

5. Miscellaneous: Performs other job related duties as assigned by the Office Manager, Director or designee.

Knowledge, Skills, Abilities and Other Characteristics:

• Knowledge of the history, culture, laws, rules, customs and traditions of the Salt River Pima-Maricopa Indian Community and its Tribal Government.
• Knowledge of advanced customer service principles and techniques.
• Knowledge of department policies, practices and procedures.
• Knowledge of computerized office systems.

• Skill identifying and maintaining confidentiality of sensitive and important information while using diplomacy and tact.
• Skill developing and maintaining effective working relationships at all levels of the Tribal Government and Community as well as with representatives from external organizations.
• Skill with organizational tasks.
• Skill multitasking.
• Skill listening and communicating effectively at all levels of the organization and Community.
• Skill preparing written correspondence and reports.
• Skill using the personal computer and related software including MS Windows and MS Office.

• Ability to type on the computer 40 net words per minute.
• Ability to effectively handle more complex assignments.
• Ability to speed-write, take dictation or take notes at a rapid pace in order to accurately record meeting minutes.
• Ability to provide excellent customer service.
• Ability to clearly communicate verbally and in writing.
• Ability to adapt to changing work situations and assignments.
• Ability to work effectively and calmly in a high-stress work environment.
• Ability to respond to inquiries in a timely, accurate and courteous manner.
• Ability to read, comprehend, interpret and follow complex verbal and written instructions.
• Ability to take and prepare accurate and timely meeting notes.
• Ability to work under pressure by handling problems and tasks simultaneously and/or unexpectedly as deadlines approach while maintaining a professional, positive and enthusiastic attitude.
• Ability to use initiative and independent judgment and recognize when it is appropriate to refer matters to the Executive Secretary, Office Manager or Director's attention.
• Ability to be flexible, adaptive and work effectively in a fast-paced environment.
• Ability to function effectively in a professional, friendly & outgoing manner.
• Ability to lift & carry 25 lbs.

Minimum Qualifications

Education: Graduation from High School or GED equivalent required.

• For enrolled Community members without a GED, must obtain a GED. Requires participation in the HR GED Program and successful completion of the Arizona state certified exam in order to continue employment with SRPMIC.
  

Experience: Two (2) years full-time work experience performing secretarial and administrative tasks required.

• Office Practices Certification preferred.
  
• Completion of a post-High School course or program in Office Practices or General Business may substitute for 1 year of the required experience.
  
• Must be able to demonstrate typing skill at 40 net words per minute using a computer.
  
• May be required to demonstrate proficiency in taking dictation, speedwriting or note taking for some positions.
  
• May be required to demonstrate proficiency with MS Windows and MS Office computer software.
  

Equivalency: Any equivalent combination of education and experience that will allow the applicant to satisfactorily perform the duties of the job may be considered.
Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill.

Special Requirements

Successful completion of Police Department background investigation, polygraph and psychological examinations.

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check.

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified : Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods:

1) attach to application

2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date.

The IHS/BIA Form-4432 is not accepted .

Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.

Benefits:

The SRPMIC offers a comprehensive benefit package including medical, dental, vision, life, disability insurance, and a 401(k) retirement plan. In addition employees enjoy vacation and sick leave and 13 paid holidays.