JOB DESCRIPTION: Office Manager
SUPERVISED BY: Chief of Police / Captain
JOB PURPOSE: Responsible for management of administrative and clerical operations within the Police Department.
SPECIFIC DUTIES AND RESPONSIBILITIES:
- Coordinate and review reports to ensure compliance with departmental guidelines, policies and procedures. Maintain records and correspondence of confidential nature.
- Responsible for the Police Department's filing system and retention of records.
- Responsible for preparing identification records, traffic and criminal reports, legal documents (such as Affidavits and search warrants), ensuring legal format and confidentiality in the absence of the Police Department's secretary.
- Attend a variety of meetings; record notes on proceedings, prepare meeting minutes and disseminate information as appropriate.
- Provide front counter assistance, respond to and resolve complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities.
- Train, supervise, assign and review work of clerical staff.
- Responsible for maintaining administrative staff's sick time, comp time and vacation time.
- Maintain control of filing systems and records for orderly retention of the Police Department as required by State and Federal reporting requirements.
- Responsible for daily deposit of money paid to the Police Department for various fines and fees. Maintain and balance the Police Department's cash on hand daily.
- Maintain petty cash fund.
- Responsible for assisting in preparation and administration of department budget including monitoring expenditures, eviewing and processing purchase requisitions and purchase orders. Review balance of budget line items and maintaining daily and monthly budget records.
- Responsible for statistical coding, based on State and Federal guidelines, and forwarding that information to the North Dakota Bureau of Criminal Investigation on a monthly basis.
- Responsible for submitting statistical coding to the Chief of Police and City Commission on a monthly basis.
- Responsible for the managing of the Police Department's computer system, including the voice mail, networking and e-mail systems. Responsible for ensuring that the system meets the record requirements for the Police Department and that the system is maintained properly with integrity and security of Police records.
- Responsible for arranging court appearances for Municipal Court in the absence of the Clerk of Court and the Police Department secretary.
- Responsible for inventory of office supplies. Responsible for ordering, researching and recommending equipment and material needs to the Chief of Police along with determining the funding source and recommending a vendor.
- Responsible for ordering uniforms and equipment for the department's officers and staff.
- Maintain inventory records for the Police Department including, but not limited to, equipment, uniforms, computers and furniture.
KNOWLEDGE AND ABILITIES:
- Knowledge of clerical and general office procedures.
- Ability to communicate effectively verbally and in writing.
- Ability to analyze Police Reports and to extract pertinent information.
- Considerable knowledge in record keeping principals and techniques.
- Considerable knowledge of computerized Police records systems.
- Ability to understand operation of the City and County agencies as necessary to assume assigned responsibilities.
- Ability to independently prepare correspondence and memoranda.
- Ability to plan, organize and schedule office support priorities and functions.
- Skilled in understanding and preparing technical reports and budgets.
- Skilled in communication as applied to interaction with co-workers, a supervisor, and the general public sufficient to convey information.
- Ability to supervise others effectively.
- Considerable knowledge of computer network systems.
BASIC REQUIREMENTS:
- Possess a Business Degree from a Technical or Business College and have two years of general office experience or a combination of related education and work experience.
- US Citizen and at least 18 years old age.
- Must be able to pass a hearing test.
- Must possess sufficient typing speed to accomplish job description.
- Must be able to type transcription.
- Must be able to pass a background investigation.
SALARY RANGE:
- This position is set at a B22.
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