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Confidential Secretary Cortland City Police Department Page 1 I 2 Jurisdiction: City of Cortland Jurisdictional Class: Competitive Adopted: 9/19/00 CONFIDENTIAL SECRETARY/CORTLAND CITY POLICE DEPARTMENT DISTINGUISHING FEATURES OF THE CLASS: This incumbent serves as secretary to the Chief of Police and is responsible for complex clerical operations and relieving the Chief of day-to-day administrative duties. The incumbent is also responsible for preparation/processing of the department’s payroll and maintenance of the department’s expenditures. The work is performed under general supervision, with broad leeway allowed for the exercise of independent judgment. Supervision may be exercised over subordinate clerical personnel. Does related work as required. TYPICAL WORK ACTIVITIES: (Illustrative only) Serves as secretary to the Chief of Police and coordinates his/her schedule, sets up appointments, and arranges meetings; Prepares and processes the department payroll using computerized programs; Responsible for the maintenance of the department’s budgetary expenditures, including accounts payable, accounts receivable and process/distribute vendor payments; Prepares confidential material as directed by Chief of Police, including employee disciplinary actions, confidential internal and criminal investigations, special orders, memorandums, and minutes from meetings; Relieves the Chief of Police of contacts which should properly be made with subordinate officials by receiving telephone calls and visitors, screening them, and referring them to the appropriate person; Handles correspondence independently, including composing original replies to varied incoming correspondence, unless it involves administrative judgment; Maintains a variety of departmental records and reports, leave accruals, incident reports, worker’s compensation claims, personnel records, lost/found property inventory, handicapped parking permits, taxi permits and department equipment inventory; Assists the Chief of Police in preparing department budget; Assists in the preparation of contract negotiations and collective bargaining agreements; Prepares a variety of statistical reports; Operates a variety of office machines; Orders and maintains inventory of office supplies. FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: Thorough knowledge of office practices, procedures, terminology and equipment; Thorough knowledge of English and mathematics; Good knowledge of budgetary preparation and maintenance; Familiarity with the organization, functions, policies and regulations of the agency to which assigned; Good organizational skills, Ability to operate an alphanumeric QWERTY keyboard accurately at a high rate of speed; Ability to handle routine administrative details independently; Ability to handle confidential material; ---PAGE BREAK--- Confidential Secretary Cortland City Police Department Page 2 I 2 Ability to understand and carry out complex oral and written directions; Clerical aptitude; Accuracy; Initiative; tact; Courtesy; Physical condition commensurate with the demands of the position. MINIMUM QUALIFICATIONS: Either: Possession of an associate’s degree (or completion of 60 credit hours in secretarial science, business or a related field) AND three years of full time or its part time equivalent of paid clerical experience including payroll preparation/processing keyboarding and accounting; OR Possession of a high school diploma or equivalency diploma AND five years of full time or its part time equivalent of paid clerical experience including payroll preparation/processing, keyboarding and accounting; OR An equivalent combination of training and experience as described in and above. NOTE: Degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If the degree was awarded by an educational institution outside of the United States and its territories, applicant must provide independent verification of equivalency. A list of acceptable companies who provide this service can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Applicants must pay the required evaluation fee.