POSITION: Executive Secretary
DEPARTMENT: Police Department
WORK SCHEDULE: 8:00a.m.-4:30 p.m., M-F
JOB CATEGORY: COMOT(Computer, Office Machine Operation, Technician)
DATEWRITTEN: November 2007 STATUS: Full-time
DATEREVISED: November 2021 FLSA STATUS: Exempt
To perform this position successfully, an individual mustbe able to perform each essential duty satisfactorily. The requirements listed in this document arerepresentative of the knowledge, skill, and/or ability required. The City of Richmond provides reasonable accommodation toqualified employees and applicants with known disabilities who requireaccommodation to complete the application process or perform essentialfunctions of the job, unless the accommodation would cause an undue hardship.
Incumbent serves as Executive Secretary and is responsible for effectively administering the business functions for the City of Richmond Police Department. Incumbent provides administrative and secretarial support, develops and coordinates activities, ensuring the effective operation of the Richmond Police Department. Incumbent maintains financial, budgetary and payroll records for the Richmond Police Department. Incumbent must be able to work in a highly confidential environment.
Successful candidate must be able to maintain financial and budgetary records for the Richmond Police Department and prepare a variety of budget analyses and reports for the Chief of Police. Must be able to utilize the city payroll structure and BS&A software in order to accurately compute complex police salary schedules. *
Coordinates the logistics associated with police department events and activities, including but not limited to, scheduling facilities for meetings and conferences. Provides administrative support for key events.
Computes bi-weekly payroll for the department. Calculates new salaries at the beginning of each year for all members of the department. Assists Chief of Police in determining civilian personnel salaries at the beginning of the year.
Administers police department budget. Assists Chief of Police in preparation of annual budget appropriations. Reconciles monthly finance reports with police department budget reports. Makes recommendations concerning the amount of available monies.
Incumbent must be able to maintain financial and budgetary records for the Richmond Police Department and prepare a variety of budget analyses and reports for the Chief of Police. Must be able to utilize the city payroll structure and BS&A software in order to accurately compute complex police salary schedules*.
Oversees the process for purchasing supplies and equipment. Locates vendors, obtains price quotes, schedules repairs, and processes requisitions.
Administers the business operations for the Chief of Police. Prepares all internal and external correspondence. Opens and routes incoming mail. Updates personnel files. Receives telephone communication, determines nature of call and routes caller to appropriate destination.
Processes all travel arrangement for police department personnel for schools, seminars and workshops.
Evaluates research material for projects underdevelopment. Compiles and prepares statistics for surveys from other agencies and departments. Conducts research and reports results as requested by other law enforcement agencies or general public.
Provides guidance and direction to civilian staff. Oversees projects delegated to other staff members.
Conducts typing tests and processes employment paperwork for civilian applicants.
Handles highly sensitive information with confidentiality and tact.*
Performs other duties as assigned by supervision.
The above statements reflect the general details considered necessary to describe the principal function of the job and shall not be construed as a detailed description of all the work requirements that may be inherent in the job.
High school diploma or GED.
Knowledge of city payroll structure and BS&A software in order to accurately compute complex police salary schedules.
Knowledge of basic bookkeeping and accounting procedures used to accurately maintain police budget.
Knowledge of city and state purchasing procedures in order to obtain the best price for purchases.
Thorough knowledge of police department policies and procedures used in the daily operation of the office.
Ability to handle responsibility and extreme confidentiality in matters related to the police department.
Ability to be decisive on matters concerning the business and administrative functions of the police department.
Ability to answer questions and follow through on inquiries related to the Police Merit Commission rules and regulations.
Ability to type with speed and accuracy.
Ability to effectively communicate orally and in writing with co-workers and a wide range of individuals which includes federal, state ,and city officials, city personnel, citizen board members, business people, and members of the general public, being sensitive to professional ethics, gender, cultural diversities and disabilities.
Knowledge of and the ability to operate computers and software, such as word-processing, spreadsheet, database programs and the ability to access and use Legal Codes, Excel Handbook, and dictionary.
Knowledge of and the ability to operate standard office equipment, including calculator/adding machine, computer, telephone, copy machine, and fax machine.
Working knowledge of standard office procedures, and the ability to apply such knowledge to a variety of interrelated processes, tasks, and operations
Ability to operate basic office equipment, such as computer, typewriter, calculator, transcriber/ dicta phone, fax machine, and copier.
Ability to use common office software packages such as Microsoft Word, Excel, Access, and PowerPoint.
Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.
Ability to understand and follow oral or written instructions.
Ability to file, post, and mail materials and maintain accurate and organized files.
Ability to work alone with minimum supervision and with others in a team environment, often under time pressure and on several tasks at the same time.
Ability to organize and determine the most efficient way to complete job responsibilities.
Incumbent performs standard, recurring duties according to a flexible, customary routine. Assignments are guided by definite objectives using a variety of methods or procedures. Priorities are primarily determined by supervisor and a formal schedule with incumbent’s plans referring to supervisor for unusual matters, such as policy interpretations. Decisions are always determined by specific instructions or existing, well-established policies and procedures. Decision making authority is generally limited to making recommendations and providing input to the Chief of Police. Incumbent has authority to make some decisions in the absence of administrators. Directly responsible for final results of those decisions.
Incumbent usually requires little or no contact except with immediate associates or supervisors. However may have contact with co-workers, other City and County departments, and the general public which requires tact and discretion which must be used to obtain cooperation or approval.
Incumbent reports directly to the Chief of Police.
Incumbent performs duties in a standard office environment, involving sitting and walking at will, sitting/standing/walking for long periods, keyboarding, speaking clearly and hearing sounds/communications, lifting objects weighing under twenty-five (25)pounds, crouching/kneeling, bending, reaching, close/far vision, color/depth perception, and handling/grasping/fingering objects.
* Indicates essential job functions.
The job description for the position of Executive Secretary for the Police Department describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description, and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.
Is there anything that would keep you from meeting the job duties and requirements as outlined?
Yes______ No______ If yes, please explain. ______________________________________________
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