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Application for Employment 1338 Rumsey Ave. PO Box 2200 CODY, WY 82414 (307) 527-7511 POSITION APPLIED FOR Administrative Secretary - Police Department DATE OF APPLICATION / NAME LAST FIRST MIDDLE LIST OTHER NAMES USED, IF MAILING ADDRESS STREET OR PO BOX CITY STATE ZIP CODE PRIMARY TELEPHONE NUMBER ( ) - ALTERNATE TELEPHONE NUMBER EMAIL Are you under the age of 14? YES NO Are you over the age of 18? YES NO (For Police Officers in WY, the minimum age is 21) Have you ever been employed by the City of Cody? YES NO If yes, give dates I understand, if hired, I will be required to provide proof of eligibility to work in the United States. YES NO Have you ever been convicted of any law violation other than a minor traffic violation? YES NO (“YES” answer does not automatically disqualify you from employment since the nature of the offense, date and the job for which you are applying will also be considered.) If yes, give details: Are you related to anyone presently working for the City of Cody? YES NO If Yes, list name Do you have a valid license? YES NO Driver’s License # STATE? Do you have a Commercial Driver’s License? YES NO Class: (A,B,C) Endorsements Held: Hazardous Material Tanker Airbrakes Passenger Have you ever been terminated, dismissed or asked to resign from any position? YES NO If yes, please explain Educational Background COLLEGE/UNIVERSITY/TRADE SCHOOLS CITY/STATE CREDITS COMPLETED DEGREE/ DIPLOMA YEAR MAJOR MINOR High School: City Website: http://www.cityofcody-wy.gov Email:[EMAIL REDACTED] ---PAGE BREAK--- Employment History List your employment history starting with the most recent employer. List all positions held, including military experience, part-time, summer and/or volunteer work and periods of unemployment. Explain any gaps in employment in comments section below. EMPLOYER TELEPHONE ( ) - DATES EMPLOYED Summarize your job responsibilities FROM TO ADDRESS JOB TITLE SALARY FINAL IMMEDIATE SUPERVISOR AND TITLE $ PER HOUR PER WEEK PER MONTH REASON FOR LEAVING MAY WE CONTACT? EMPLOYER TELEPHONE ( ) - DATES EMPLOYED Summarize your job responsibilities FROM TO ADDRESS JOB TITLE SALARY FINAL IMMEDIATE SUPERVISOR AND TITLE $ PER HOUR PER WEEK PER MONTH REASON FOR LEAVING MAY WE CONTACT? EMPLOYER TELEPHONE ( ) - DATES EMPLOYED Summarize your job responsibilities FROM TO ADDRESS JOB TITLE SALARY FINAL IMMEDIATE SUPERVISOR AND TITLE $ PER HOUR PER WEEK PER MONTH REASON FOR LEAVING MAY WE CONTACT? Additional job history and/or resume can be attached. EXPLAIN GAPS IN EMPLOYMENT: SPECIAL SKILLS AND QUALIFICATIONS: Summarize special skills and qualifications you would like us to consider including certifications and licenses. Professional References List three (non-related) persons who can objectively assess your professional or scholastic performance. NAME TELEPHONE YEARS KNOWN ---PAGE BREAK--- CERTIFICATION OF ACCURACY & AUTHORIZATION TO RELEASE INFORMATION I certify that all information provided in this application is true and complete. I understand misrepresentation or omission of facts during the application or selection process may disqualify me from further consideration and may be cause for dismissal. I understand the City of Cody may conduct a background investigation, which may include obtaining information as to my character, reputation, and mode of living. This may include interviews with my relatives, neighbors, friends, former employers, schools and others. I authorize the City of Cody to investigate my employment background and personal history. I authorize the City of Cody to obtain any and all information relevant to determining my qualifications for the job for which I have applied. I further authorize the City of Cody to obtain copies of and review any and all employment records, documents and such other information as the City of Cody may determine relevant to its investigation. I agree to sign an authorization and consent to release of information to allow the City of Cody to obtain copies of prior employment records, documents and information from prior employers, organizations, references, and individuals who may have information relevant to my qualifications to work for the City of Cody. I understand that if I am extended an offer of employment it may be conditioned upon my successfully passing a complete pre-employment physical examination. I consent to the release of any or all medical information as may be deemed necessary to judge my capability to do the work for which I am applying. I understand that I may also be required to successfully pass drug and alcohol screening examinations. I hereby consent to pre- and/or post-employment drug and alcohol screens as a condition of employment, if required. I have read, understand, and by my signature, consent to these statements. I authorize investigation of all information contained in this application. Signature of Applicant Date ---PAGE BREAK--- City of Cody Job Description Title: Administrative Secretary Code: 325 Department: Police Effective Date: 03/2007 Division: Administration Last Revised: GENERAL PURPOSE Performs a variety of routine administrative, advanced secretarial and complex clerical duties as needed to expedite the administrative processes and procedures of the Police Department. SUPERVISION RECEIVED Works under the general supervision of the Police Chief and the Assistant Police Chief.. SUPERVISION EXERCISED None. ESSENTIAL FUNCTIONS Performs confidential secretarial and clerical functions for Chief of Police and other supervisory personnel; types all administrative material and correspondence including reports, letters, memos, special bulletins, schedules, documents, etc.; composes correspondence, reports, statements, memoranda, and other material requiring judgment as to content, accuracy and completeness; takes and transcribes confidential dictation, interviews, reports and special correspondence; attends staff meetings and takes and transcribes minutes; prepares case files and maintains case filing system; maintains training records and files; distributes case records and files as required. Acts as Records Information Management System (RIMS) software administrator; assigns system accessibility; operates computer as needed to create, maintain and retrieve various law enforcement statistics, reports and information; maintains various files, documents and records; enters citations, warrants, subpoenas, etc.; maintains alpha and numeric files for each file item and updates as needed; compiles statistical data tracking various law enforcement activities and recaps weekly and results; prepares and submits Uniform Crime Reports (UCR); may prepare various state and federal reports showing department activity; processes expungement orders, processes National Crime Information Center validations, purges arrest records; processes and tracks reports, monitors individual and business compliance with alarm operation and use requirements. Performs police related customer service to the general public; receives and processes information and complaints; completes documentation for non-criminal cases, i.e., stray animals, found property, etc.; obtains copies of case documents, reports, etc.; receives and processes accident reports; sends and receives various fax documents and distributes as needed; reviews and routes incoming mail. Controls general office purchasing and inventory; monitors office supply needs and replaces as needed; prepares purchase orders, processes and routes all invoices; assures proper supply of uniforms and accessories; orders firearms according to established procedures; solicits and reviews bids from various vendors and suppliers; performs cost analysis for purchase of office equipment and materials; monitors receiving of goods to assure proper deliveries; maintains inventory of officer equipment. Assists to monitor budget and track expenditures; performs daily maintenance of fiscal records as needed to monitor compliance with budget constraints and allocations; prepares bills and invoices and submits for payment; monitors finance reports to verify accuracy with department fiscal records; monitors administrative requirements for special grants and funding programs; apprises management of budget status. Maintains calendar; schedules meetings and appointments; apprises supervisors of activity schedule and coordinates with department management; receives, screens and distributes departmental mail. Serves as a back-up to the Assistant Chief to receive and process all time sheets and related records maintains personnel training files and records and department member equipment inventory. Prepares files for training records for all new employees; maintains all departmental records, including case files. Maintains tracking system for departmental inventory; conducts inventory annually to account for status of all fixed assets; monitors status of all operational supplies, documents and forms to assure adequate supply. ---PAGE BREAK--- Administrative Secretary, page 2 Maintains and updates department web page; utilizes presentation software to create slide shows, brochures, charts, graphs, etc. Performs other related duties as required. MINIMUM QUALIFICATIONS 1. Education and Experience: A. Graduation from high school or GED with course background in general offices office practice and procedures; plus one year of specialized training provided through technical or business college; AND B. Two years of progressively responsible experience performing above or related duties; OR C. An equivalent combination of education and experience. 2. Knowledge, Skills, and Abilities: Considerable knowledge of modern office practices and procedures; grammar, spelling and punctuation; modern filing systems related to alphabetical and numeric files; computerized data base management and program applications; evidence barcode system; administrative procedures; computer software including spreadsheet uses and word processing applications RIMS, Microsoft Word, Excel, Outlook etc.); word processing equipment and applications; interpersonal communication skills; complex telephone systems. Skill in taking and transcribing dictation from hand written notes or from recording equipment. Ability to exercise initiative, independent judgment and to act resourcefully under varying conditions; maintain strict confidentiality related to sensitive administrative information; operate computer in utilizing various programs to develop financial and statistical records and narrative compositions and reports; communicate effectively verbally and in writing; establish and maintain effective relationships with fellow employees, elected officials and other agencies of the public; establish and maintain comprehensive records and files. Must be able to learn and comprehend state criminal codes, traffic laws and penalties associated with related violations; FBI reporting requirements and procedures; 3. Special Qualifications: Must be able to proficiently type 50-60 wpm. May be required to become certified in “Child Restraint Devices”. Must become a notary public within six months of employment. Must possess and maintain a valid Wyoming Class C Driver’s License. 4. Work Environment: Incumbent of the position performs in a typical office setting with appropriate climate controls. Tasks require variety of physical activities, involving occasional muscular strain related to walking, standing, stooping, sitting, reaching, talking, hearing and seeing. Rapid work speed required to perform keyboard operations. Common eye, hand, finger, leg and foot dexterity exist. Mental application utilizes memory for details, verbal instructions, emotional stability and discriminating thinking. Disclaimer: The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify any and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions. I have reviewed the above job description. (Employee)