Job Description
Education and Experience: High school diploma or equivalent and prefer some continuing education in secretarial science, business, or closely related field. Two to three years of experience is necessary to gain full knowledge of general office practices, procedures, and equipment or any combination of education, training, and experience which provides the required knowledge, skills, and abilities.
Knowledge: Office administrative and secretarial practices and procedures; operation of standard office equipment including personal and networked computers. Microsoft Office software, including Excel and Access. Recordkeeping, report preparation, filing methods, and records management techniques. Correct English usage. Standard business arithmetic; basic accounting and purchasing methods and procedures. Project management procedures and techniques.
Skills: Excellent oral and written communication skills. Data entry at a rate of 130 net k.p.m. with 95% accuracy. Proofing skills. Using Microsoft Office software. Analytical skills necessary to perform numerical calculations to obtain totals, balances, and verify information from complex forms and transfer to computer or manual reports. Interpersonal skills to effectively interact with internal staff, citizens, and other departmental and City staff. Organizing and prioritizing tasks and maintaining filing and recordkeeping systems. Mathematical computations for accounting and recordkeeping purposes.
Duties and Responsibilities: Performs secretarial, administrative, and public contact duties for the Norman Police Department. Interfaces with the public and employees to provide assistance and information; responds to general requests. Receives, compiles, codes, records, and verifies information for processing. Assembles a variety of data and prepares reports, charts, or tables. Prepares and processes departmental payroll and personnel records; maintains logs to include hours worked, sick leave, compensatory time, and vacation leave on each employee; maintains confidentiality of the same; calculates leave time and earned compensatory time; prepares identification and commission cards. Maintains and monitors manual and computerized recordkeeping systems; prepares statistical and summary reports. Maintains manual filing systems; maintains archival information. Reviews, verifies and enters data into a computer; maintains statistics and generates routine and complex reports; establishes and maintains spreadsheets and databases; performs comparative analysis. Answers the telephone, provides general information, and routes calls. Photocopies and facsimiles a variety of documents, correspondence, and forms. Represents the department in a courteous, tactful, and helpful manner.
Working Conditions: Work is performed in a normal office environment.
Mental and Physical Abilities: Ability to concentrate and pay close attention to detail with constant breaks in concentration associated with answering telephones or speaking in person to employees requiring assistance. Ability to receive and follow oral and written instructions. Ability to work independently and apply sound judgment when resolving problems and complaints. Limited amount of physical effort required associated with walking, standing, lifting, and carrying light objects (less than 25 lb.) 5-10% of work time. Ability to maintain regular, predictable and punctual attendance.
Additional Information: Applicant must score at least 130 net k.p.m with 95% accuracy on data entry test. Selected applicant must pass extensive background investigation, psychological test, polygraph, and drug screen.