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Secretary to the Chief of Police – Village of Homer Page 1 I 2 Jurisdiction: Village of Homer Jurisdictional Class: Competitive Adopted: 2/4/2014 Amended: 7/19/23; 10/24/2023 SECRETARY TO THE CHIEF OF POLICE (VILLAGE OF HOMER) DISTINGUISHING FEATURES OF THE CLASS: The work involves responsibility to serve as a personal secretary to the Chief, relieving the Chief of administrative tasks and resolving operational problems. This work also involves responsibility for performing difficult and complex legal secretarial duties. A general understanding of law and legal procedures is required in exercising independent judgment in performing these duties. Work is performed in accordance with general instructions received from the Chief. Does related work as required. TYPICAL WORK ACTIVITIES: (Illustrative only) Serves as personal secretary to the Chief, which includes the composition of letters in response to routine inquiries for information, answering routine questions from department employees and the general public and other related office duties; Prepares correspondence, memoranda, reports, legal documents, minutes of meetings and contracts using a personal computer; Schedules and arranges meetings, conferences and appointments relative to confidential matters; Designs, sets up and maintains files of correspondence, personnel records, documents and records related to the activities of the agency; Prepares the department payroll and oversees parking ticket accounts; Classifies a variety of receipts and expenditures and distributes items according to prescribed procedures; Serves as receptionist and greets clients and/or visitors and refers to appropriate party or office; Answers telephone and gives out routine information; Prepares reports using statistical and narrative information; Opens, reviews, sorts and prioritizes incoming mail, researches and attaches appropriate background material to correspondence; Orders office supplies and maintains inventory of supplies and equipment; Operates a personal computer, peripheral equipment and other related office machines; Assists the Chief in the preparation of the department's annual operating budget. FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: Good knowledge of secretarial practices; Good knowledge of modern office terminology, procedures, equipment and business English; Good knowledge of the organization, functions, policies, regulations, and terminology of the Police Department; Good knowledge of modern methods used in maintaining and checking financial accounts and records; Ability to handle administrative details independently, including the composition of letters, memoranda and reports; Ability to maintain record systems and prepare written or statistical reports; ---PAGE BREAK--- Secretary to the Chief of Police – Village of Homer Page 2 I 2 Ability to understand and interpret written material; Ability to summarize information in both narrative and numerical form; Ability to operate a personal computer and utilize common office software programs including word processing, spreadsheets and databases at an acceptable rate of speed; Ability to express oneself clearly and concisely both orally and in writing; Ability to establish and maintain cooperative relations with the public and other governmental and private agencies; Tact and courtesy; Physical condition commensurate with the demands of the position. SUGGESTED MINIMUM QUALIFICATIONS: Either: Possession of an Associate’s degree or higher in secretarial science or closely related field and two years of clerical experience which involved the maintenance of financial accounts and records and the operation of a computer for word-processing, database or spreadsheet applications; OR Graduation from high school or possession of a high school equivalency diploma and four years of experience as defined in OR An equivalent combination of training and experience as defined by the limits of and SPECIAL REQUIREMENT: Possession of a Notary Public license within one year from date of hire and must be maintained throughout employment. Failure to obtain a Notary Public license within one year and maintain throughout employment will result in disciplinary action or dismissal. 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.