Job Description
This job classification has been designated as a safety sensitive job classification in accordance with the Oklahoma Medical Marijuana and Patient Protection Act, 63 O.S., ยง 427.1 et seq., (OSCN 2019), effective August 29, 2019. This means employees in this job classification can be subject to disciplinary action up to and including termination if they test positive for marijuana components or metabolites, even if they possess a medical marijuana license.
Please read the disqualifiers before applying.
Education and Experience: High school diploma or equivalent. Two years continuing education in secretarial science, records management, business, or closely related field preferred. Three years of experience is necessary to gain full knowledge of general office practices, procedures, and equipment or any equivalent combination of education, training, and experience which provides the required knowledge, skills, and abilities.
Knowledge: Office administrative and secretarial practices and procedures, such as business letter writing and the operation of standard office equipment, including a word processor and personal and networked computers. Microsoft Word required, Excel, Access, PowerPoint, and Laserfiche records management preferred. Recordkeeping, report preparation, filing methods and records management techniques. Correct English usage and excellent communication skills, both verbal and written. Standard business arithmetic, including percentages and decimals. Project management procedures and techniques. Principles and practices of general budgeting and accounting.
Skills: Excellent oral and written communication skills. Data entry. Typing at rate of 50 net words per minute. Proofing skills. Proficient use of 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 skills for accounting and recordkeeping purposes.
Mental and Physical Abilities: Ability to concentrate and pay close attention to detail. Ability to receive and follow oral and written instructions. Ability to work independently and apply sound judgment when resolving problems and complaints. Ability to interpret, apply, and explain departmental policies and procedures. Ability to work under pressure and meet deadlines. Ability to work with confidential information and maintain confidentiality of Police Department records and information. 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: Final candidates may undergo typing and spelling skills assessments.
DUTIES AND RESPONSIBILITIES: Processes all purchases within the Police Department, including purchases made in reference to grants being executed by the department. Manages and assists with the annual budget process, and assists with tracking Capital Projects. Reports to the Deputy Chief. Assist in training other department personnel on the budget and purchasing processes. 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. Organizes and coordinates project logistics and resources. Processes routine and complex transactions. Receives, compiles, codes, records, and verifies information for processing. Assembles a variety of data and prepares reports, charts, or tables. Serves as staff support for various special interests, projects, and/or events. Types and prepares correspondence and various documents. Prepares and processes purchasing records. 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. Attends meetings and records, prepares, and distributes information resulting from meetings. Prepares and updates manuals and other resource books. Receives, opens, and routes departmental mail. Inventories and orders office supplies and equipment. Assists other departmental clerical personnel in performing their work as needed. Performs related work as required.
WORKING CONDITIONS: Work is performed in a normal office environment.
ADDITIONAL INFORMATION: Final candidates may undergo spelling, Microsoft Excel, data entry, and typing