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CITY OF EL CERRITO POLICE EXECUTIVE ASSISTANT Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. DEFINITION To perform a wide variety of responsible and complex clerical and secretarial duties in support of administrative and supervisory Police Department staff. DISTINGUISHING CHARACTERISTICS This is the advanced journey level class in the police clerical series and is distinguished form other secretarial and clerical classes by the more complex and sensitive duties assumed related to functioning as the secretary to administrative and supervisory staff. This class can be further distinguished by the amount of independence and discretion in judgment with which the incumbent is expected to operate. SUPERVISION RECEIVED AND EXERCISED Receives general supervision from sworn administrative and supervisory staff. ESSENTIAL FUNCTION STATEMENTS Essential responsibilities and duties may include, but are not limited to, the following: Essential Functions: Perform a wide variety of complex, administrative and confidential secretarial and clerical duties in support of sworn administrative and supervisory staff. Type a variety of materials including general correspondence, letters, reports, memos and personnel orders. Take and transcribe oral dictation from notes or transcribing machine recording; operate office equipment and computers, use MS Office software i.e. Outlook, Word, Excel, Power Point, Presentations Maintain logs and records of confidential information; process and distribute to appropriate personnel. Initiate and maintain files and personnel and payroll records; prepare overtime, accumulated time and sick leave reports. Prepare check requests and purchase orders; maintain petty cash and bail fund. Process receipts for moneys received for photographs, verifications, fingerprints and photocopies. Process and prepare a variety of permits, forms, dispositions, and files including taxi permits, concealed weapons permits, registrant files, extradition forms, and pawn slips. ---PAGE BREAK--- CITY OF EL CERRITO Page 2 Police Executive Assistant Essential Functions: (continued) Operate teletype and computers to enter, modify, and retrieve data such as stolen and recovered property, driver license and vehicle registration information, and warrants on wanted persons. Make travel arrangements, maintain appointment schedules and calendars. Assist department staff in organizing and completing special projects; research and compile information for use in special reports; serve as staff at special events for the public. Screen calls, visitors and mail for assigned staff; compose routing correspondence in response to requests for information. May assist in performing searches of arrested persons. Marginal Functions: Perform related duties and responsibilities as required QUALIFICATIONS Knowledge of: English usage, spelling, grammar, and punctuation. Business letter writing. Modern office practices, procedures, methods, and equipment. Ability to: Compose general correspondence and letters. Communicate clearly and concisely, both orally and in writing. Perform record searches quickly and accurately. Work cooperatively with other City departments, City officials and outside agencies. Operate office machines and computers Computer applications related to the work (currently MS Office Suite, and others as needed) Work independently in the absence of supervision and work under pressure to meet deadlines. Analyze situations carefully and adopt effective courses of action. Interpret and apply administrative and departmental policies, laws, and regulations. Understand and carry out oral and written directions. Maintain confidential information and data. Type at a speed necessary for adequate job performance. Establish and maintain effective working relationships with those contacted in the course of work. Compile and maintain complex and extensive records and prepare routing reports. Maintain physical and mental capacities appropriate to the performance of assigned duties and responsibilities. EXPERIENCE AND TRAINING Any combination of experience and training that would likely provide the required knowledge and ability ---PAGE BREAK--- CITY OF EL CERRITO Page 3 Police Executive Assistant is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Experience (three to five years minimum) working for a public agency, which would familiarize the employee with administrative operations. Knowledge and experience specific to the assigned position may be required. Education: Equivalent to graduation from a two-year college with major course work in public or business administration or a related field is required. Equivalent to graduation from a four-year university is highly desirable. Licenses/Certificates/ Other requirements: Possession of or ability to obtain valid California driver’s license. PHYSICAL DEMANDS Sitting: Frequently to Constantly Lifting: Standing: Occasionally up to 10 lbs: Occasionally Walking: Occasionally 11 to 25 lbs: Occasionally Bending: Occasionally 26 to 50 lbs: Never Crouching: Never 51 to 75 lbs: Never Stooping: Never 76 to 100 lbs: Never Kneeling: Never 100 + lbs: Never Crawling: Never Carrying Climbing: Never up to 10 lbs: Occasionally Balancing: Never 11 to 25 lbs: Occasionally Running: Never 26 to 50 lbs: Never Twisting: Occasionally 51 to 75 lbs: Never Turning: Occasionally 76 to 100 lbs: Never Jumping: Never 100 + lbs: Never Pushing/Pulling: up to 10 lbs: Occasionally 11 to 25 lbs: Never 26 to 50 lbs: Never 51 to 75 lbs: Never 76 to 100 lbs: Never 100 + lbs: Never Grasping – firm: Occasionally Finger dexterity: Frequently to Constantly Reaching forward: Occasionally Pinch grasp: Occasionally Grasp – light: Occasionally to Frequently Coordination - Eye-hand: Frequently Eye-hand-foot: Occasionally Driving: Never PHYSICAL DEMANDS (continued) ---PAGE BREAK--- CITY OF EL CERRITO Page 4 Police Executive Assistant Talking - Face-to-face: Occasionally Verbal contact: Occasionally Public: Occasionally Vision - Acuity far: Required Acuity, near: Required Depth perception: Not Required Field of vision: Not Required Accommodation: Not Required Color vision: Not Required Hearing - Conversation: Occasionally Telephone: Occasionally to Frequently Earplugs: Never MENTAL REQUIREMENTS Abstract variables, Interpret instructions, Problems-standard, Detailed-uninvolved instructions, One or two-step instructions, Reading-simple, Reading-complex, Writing-simple, Writing-complex, Math skills- simple, Math skills-complex, Clerical, Coordinating, Analyzing, Computing, Copying, Comparing, Supervising, Serving, Taking instructions-helping, Setting up, Operating-controlling, Comprehend/follow instructions, Perform simple repetitive tasks, maintain work pace, Relate to other people, Influence other people, Perform varied complex tasks, Generalizations/evaluations, Responsibility for direction. WORK ENVIRONMENT Indoors, Using computer/computer monitor screen, Works around others, works alone, works with others. Rev. 8/2009