GRADE: 10

SALARY: $36,894 – $50,752

POSITION TITLE: SECRETARY II

DEPARTMENT: OPERATIONS

REPORTS TO: BUREAU COMMANDER

Position Summary

Performs duties to provide general administrative and clerical support for the Commander of The Bureau of Operations and the command officers assisting in the day-to-day operations and facilitating the flow of information to and from the Bureau of Community Policing.

FUNCTIONS OF THE JOB

Essential Functions

• Provide administrative support for the Bureau Commander, Staff personnel and Patrol Divisions.
• Prepare, maintain and update records and forms pertaining to personnel actions and matters, to include work schedules, vacation, sick leave, requests for leave, holidays, limited duty, worker’s compensation, training, etc.
• Prepare various reports, memorandums, letters and forms for the signature of the Bureau Commander and Staff, to include administrative reports duty roster/PeopleSoft and memorandums, Bureau and Division budgets, Bureau and Division Awards of Excellence, correspondence in response to inquiries from internal and external agencies, and special reports pertaining to Department Accident Review Board and Internal Affairs Division.
• Coordinate with the various Commanders in Bureau of Operations to complete Performance Appraisals when due, send reminders, and maintain files.  Forward to Bureau Commander for review and signature.
• Coordinate with the various Commanders in Bureau of Operations to complete Weekly Tow Reports when due, send reminders, and maintain files.  Forward to Bureau Commander for review.
• Coordinate with the various Commanders in Bureau of Community Policing to complete various Monthly and Quarterly Reports when due, send reminders, and maintain related files.  Forward to Bureau Commander for review.
• Coordinate schedules, activities including but not limited to meetings for the Bureau Commander and Staff.
• Coordinate travel and arrangements and confirm appointments for the Bureau Commander and Staff. Prepare travel advances and expense reports.
• Answer telephones; determine priority of call and direct caller to appropriate party and/or take a message; assist citizens by answering questions and/or directing citizen to proper individual for assistance.
• Review and distribute in-coming correspondence.
• Maintain administrative and confidential files for the Bureau Commander and Staff.
• Maintain Bureau of Operations requisitions and inventory, to include vehicles, keys, supplies, etc in a computer spreadsheet.
• Maintain files on Overtime Audits and ensure the audits are received from each Commander of the Bureau of Operations and forwarded to Bureau Commander for review.
• Prepare special reports as requested.
• Coordinate with Patrol Districts on pending reports and investigations.
• Proofs read all correspondence, make copies and distribute to the proper personnel.
• Perform other similar or related duties as assigned.
• Comply with revisions from time to time after mutual consultation.
• Regular punctual attendance is required.

QUALIFICATION REQUIREMENTS

Knowledge:

• High School diploma or the equivalent is required. 
• Advanced computer, word processing and spreadsheet skills with basic mathematics and accounting skills.

Experience: 

• A minimum of three years’ experience in secretarial and/or administrative positions or equivalent with a minimum of two years of general office experience.  Minimum of two years’ experience with the St. Louis Metropolitan Police Department is desirable.

Skills and Abilities:

• Apply common sense understanding to carry out instructions furnished in written or oral form.
• Ability to communicate effectively and professionally both written and oral.
• Ability to work independently.
• Ability to develop the customer service skills necessary to build rapport with the public.
• Giving full attention to what others are saying, taking time to understand the points being made and asking questions as appropriate.
• Communicating information and ideas in a polite, effective, non-threatening manner.
• Actively looking for ways to help and assist people.
• Speaking clearly so others can understand.
• Observing, receiving, and otherwise obtaining information from all relevant sources.
• Developing constructive and cooperative working relationships with others.
• Ability to exercise extreme discretion regarding confidential information.
• Ability to deal with the public.
• Ability to work with all levels of employees.
• Ability to work in a fast-paced environment.
• Ability to type with speed and accuracy.

Working Environment:

• Normal office environment with attending outside functions when required.

Machines, Tools, Equipment and Work Aids: 

• Personal Computer
• Telephone
• Copier/Fax Machine

PHYSICAL/VISUAL ACTIVITIES OR DEMANDS

While performing the duties of this job, the employee is regularly required to sit, reach, grasp, talk, and hear.

This position requires clarity of vision at 20 inches or less and the ability to bring objects into sharp focus, while reading from a computer screen.

The job has light physical demand (primarily sedentary) requiring the employee to exert negligible force frequently to lift, carry, push, pull or otherwise move objects in the normal course of routine office activities.

The St. Louis Metropolitan Police Department is an Equal Opportunity Employer.

The job description does not necessarily contain all of the actual or essential duties of this position.  All job offers are contingent upon passing a medical evaluation/drug screen and criminal background check.

Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.  

“Commonly associated” is not intended to mean always or only. There are different experiences that suggest other ways or circumstances where reasonable changes or accommodations are appropriate.