Job Details

Administrative Office Manager

This position is responsible for managing, planning, and directing the daily administrative, office, and recordkeeping functions of the department.

• Coordinates work of other clerical and administrative staff in the Chief's Office.
• Provides information regarding policies and procedures for completing administrative tasks.
• Answers incoming calls for the Chief of Police; route calls as required; takes and relays messages. Assists in resolving complaints.
• Maintains the Chief's calendar and contact information; arranges meetings and appointments.
• Maintains files and secures documents of a sensitive nature.
• Constructs, types, and formats various correspondence, charts, databases, reports, programs, PowerPoint presentations, and scans items to reformat as required.
• Ensures that supplies are available for office use; ensures that office equipment is operational; initiates work-order requests and follow-ups.
• Maintains personnel information for the department. Maintains time books and assists with completion of payroll, and other personnel duties as needed.
• Assists with special events such as promotion ceremonies and other departmental functions.
• Serves as liaison between the Chief, other department representatives, and outside agencies.
• Interacts with supervisors and other department members.
• Ensures distribution of information throughout the department.
• Researches and retrieves information as requested by supervisor.
• Assists in preparing the annual budget.
• Performs other related duties as assigned.

Knowledge, Skills and Abilities

• Knowledge of department policies and procedures.
• Knowledge of management and supervisory techniques.
• Skill in maintaining confidentiality about sensitive personnel issues.
• Skill in mathematics. Skill in computers and various software programs such as Word, Excel, Power Point, Outlook, Adobe Reader, and Advantage 360.
• Skill in creating and managing files.
• Skill in interpersonal relations.
• Skill in oral and written communication.

Minimum Educational and Training Requirements

Knowledge and level of competency commonly associated with the completion of specialized training in the occupational field, in addition to basic skills typically associated with a high school education. Experience sufficient to thoroughly understand the work of subordinate positions and to be able to answer questions and resolve problems, usually associated with one to three years experience or service. Possession of a valid driver's license to operate the motor vehicle assigned. Requirement exists at the time of hire and as a condition of continued employment.

Physical Requirements

The work is typically performed intermittently sitting, standing, or stooping. The employee frequently lifts light and occasionally heavy objects. The work is typically performed in an office. The employee uses tools or equipment requiring a high degree of dexterity.

• Balancing – maintain equilibrium to prevent falling while walking, standing, or crouching.
• Feeling – perceiving attributes of objects by touch with skin, fingertips.
• Grasping – applying pressure to object with fingers, palm.
• Handling – picking, holding, or working with whole hand.
• Hearing 1 – perceiving sounds at normal speaking levels, receive information.
• Hearing 2 – receive detailed information, make discrimination in sound.
• Kneeling – bending legs at knee to come to rest at knees.
• Lifting – raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
• Manual Dexterity – picking, pinching, typing, working with fingers rather than hand.
• Pulling - use upper extremities to exert force, haul or tug.
• Pushing – use upper extremities to press against objects with force, or thrust forward, downward, outward.
• Reaching – extending hands or arms in any direction.
• Repetitive Motion – substantial movements of wrists, hands, fingers.
• Speaking – expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
• Stooping – bending body downward, forward at waist, with full motion of lower extremities and back.
• Talking 1- expressing ideas by spoken word
• Talking 2 – shouting to be heard above ambient noise.
• Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
• Visual Acuity 2 - color, depth perception, field of vision.
• Visual Acuity 3 - determine accuracy, neatness, observe facilities/structures.

The work is typically performed in an office.