Secretary (Police Department)

Description

PLEASE READ THIS BULLETIN IN ITS ENTIRETY

THE POSITION
This recruitment is being conducted to fill one full-time vacancy. The list established by this recruitment may be used to fill future full-time, part-time, limited term, and temporary vacancies for up to one year.

The Vallejo Police Department is seeking a Secretary to provide administrative and clerical support to the Office of the Chief and other Vallejo Police Department executive staff. The ideal Secretary candidate will possess at least two years of clerical and secretarial experience, can manage multiple projects and tasks with tight timeframes, and coordinate schedules with discretion. They will take initiative and have the ability to handle complex and highly sensitive matters with tact and diplomacy, and is able to prioritize and manage multiple tasks in a fast-paced setting. They will be detailed-oriented, highly organized, a creative thinker and problem solver, and will demonstrate exceptional communication and interpersonal skills.

YOUR TEAM
The City of Vallejo Police Department's mission is to provide professional law enforcement services that enhance, protect, and promote the quality of life for persons residing, visiting, or doing business in the City of Vallejo.

As an integral part of the community, the Vallejo Police Department is committed to providing a highly professional, ethical and quality Police service. The proud men and women of the Department are dedicated to maintaining law and order by proactively addressing crime, protecting welfare, property, and the rights of all people. In partnership with the community, community groups and other city departments, the Vallejo Police Department continually endeavors to improve its service, making Vallejo a safe place to live, work and visit.

For more information about the Vallejo Police Department, please visit their .

THE CITY OF VALLEJO
The City of Vallejo is located in Solano County and has a population of approximately 121,000 residents. Vallejo is a rapidly changing, highly diverse community located midway between the cities of San Francisco and Sacramento. It is a friendly, active waterfront community that attracts innovative, hardworking people and takes great pride in its 148-year history and maritime heritage. Residents of Vallejo are situated to take advantage of the best of what the area has to offer. Golf, museums, performing arts, boutique shopping, brewpubs and a wide selection of restaurants are all available in Vallejo. Residents and visitors alike enjoy Vallejo's delightful historical downtown area, weekly downtown farmer's market, and beautifully restored Victorian homes and business facades. Vallejo is also home to Six Flags Discovery Kingdom, one of America's only combination wildlife, oceanarium and theme parks.

To perform a wide variety of general secretarial and clerical duties in support of a City division; serve as an independent secretary to the assigned division manager and subordinate supervisors; and to provide general information and assistance to the public.

SUPERVISION RECEIVED AND EXERCISED

• Receives general supervision from a division manager.
• May exercise functional and technical supervision over clerical staff.

EXAMPLES OF IMPORTANT RESPONSIBILITIES AND DUTIES

Important responsibilities and duties may include, but are not limited to, the following:

• Manage and coordinate office support functions; direct the work activities of assigned clerical personnel; prioritize and coordinate work assignments; review work for accuracy.
• Perform administrative duties within the clerical support system; supervise the ordering and storage of appropriate supplies; monitor budget as assigned; recommend improvements in work flow, procedures and use of equipment and forms.
• Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities; receive and route mail.
• Type and proofread a wide variety of reports, letters, memoranda, flyers and statistical charts; type from rough draft, verbal instructions or transcribing machine recordings; compose correspondence related to assigned responsibilities.
• Compile data for special projects; collect and assemble data and background materials for a variety of reports; assist in a variety of department operations; perform special projects and assignments as requested.
• Maintain calendars of department and division activities, meetings and various events; coordinate activities with other City departments, divisions, the public and outside agencies.
• Perform general clerical work including filing, scheduling appointments and meetings, and processing payroll, accounts payable and reimbursement requests.
• Organize and maintain filing systems; maintain records related to specific area of assignment.
• Verify and review materials for completeness and conformance with established regulations and procedures.
• Operate a variety of office equipment including a computer; input and retrieve data and text; organize and maintain disc storage and filing.
• Order and maintain office supplies.
• Perform related duties and responsibilities as required.

KNOWLEDGE, SKILLS AND ABILITIES / MINIMUM QUALIFICATIONS

KNOWLEDGE OF:

• English usage, spelling, grammar and punctuation.
• Modern office procedures, methods and computer equipment.
• Business letter writing and basic report preparation.
• Principles and procedures of record keeping.

ABILITY TO:

• Perform secretarial and clerical work involving the use of independent judgment and personal initiative.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Compile and maintain records.
• Type at a speed necessary for successful job performance.
• Operate and use modern office equipment including a computer.
• Work independently in the absence of supervision.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Experience and Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience: Two years of responsible secretarial and clerical experience.

Training: Equivalent to completion of the twelfth grade. Additional specialized secretarial or clerical course work is desirable. SUPPLEMENTAL INFORMATION

Working Conditions: Office and inspection site environment; exposure to dust and noise; some climbing, stooping, light lifting and inspecting in confined areas.

The Recruitment & Selection Process

NOTE: If you have problems creating a user account, obtaining your already created account information, or submitting your online application, please contact governmentjobs.com applicant support directly at 855-524-5627. City of Vallejo staff are unable to assist with these issues.