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Employer: Arkansas City
Division:
Job Title: Administrative Assistant
Salary: $12.61 Hourly


Job Description:

Administrative Assistant

(Police Department)

This position performs a variety of responsible and complex administrative, technical and clerical duties involved in support of the Arkansas City Police Department.  Provides general information, assistance and customer service to the public in addition to other duties as assigned.  Working knowledge of computers and modern office procedures required.  Ability to maintain high productivity under minimal supervision necessary.  Candidate must possess excellent customer service skills.

Candidates must possess an Associate degree in business administration, public administration or related degree.  Two years of related experience preferred.  Any combination of the before mentioned education and experience requirements may be considered at the discretion of the City Manager.  Valid driver’s license with a safe driving record as determined by the employer necessary.

The successful applicant must pass post-offer, pre-employment drug/alcohol screens along with physical capacity profile and background checks.  Pay Range: $12.61/hour (entry) - $17.05/hour (maximum).

The City of Arkansas City provides an excellent benefits package including family health and dental insurance, life insurance and KPERS retirement benefits.

Please apply through Kansas HRePartners at www.hrepartners.com

Applications accepted until position is filled with initial review beginning

Monday November 27, 2017.

 

EOE/ADA

 

 

CITY OF ARKANSAS CITY

ADMINISTRATIVE ASSISTANT

Department:  Police                                                                                                            Pay Range:  17

Division:  None                                                                                                                   Location:  Police Department  

FLSA:  Hourly, Non-Exempt                                                                                                

Work Shift:  Generally M-F (unless otherwise necessary)                                 

Work Status:  Full-Time              

PCP Level:  1 - Sedentary Work                   

KPERS:  KPERS Covered Position                                                                                                                                       

Residency:  None                     

Response Time:  None                                                                                                                                                                                                                           

Cell Allowance:  Yes        

 

City Manager Signature:                             -ON FILE-                                                              Date Approved:  11/7/17

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

GENERAL OVERVIEW OF POSITION AND RESPONSIBILITIES

Performs routine clerical, secretarial and administrative work in answering phones, receiving the public, providing customer assistance, data processing, report preparation, and bookkeeping.

 

SUPERVISION RECEIVED

Works under the general guidance and direction of the Police Chief.

 

SUPERVISION EXERCISED

None.

 

ESSENTIAL FUNCTIONS

Essential functions of the job may include but are not limited to the following:

  • Coordinates the office operations of the department.
  • Assists the Police Chief in preparing and tracking various reports, requisitions, purchase orders, invoices and payments.
  • Answers in-coming calls for the Police Chief and routes callers and/or provides information as required.
  • Receives the public and answers questions, responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons in a timely matter.
  • Reviews incoming bills, requisitions for bills, and assists in procuring department materials and supplies.
  • Receives, stamps, and distributes incoming mail and processes outgoing mail.
  • Schedules appointments for the Police Chief and maintains their calendar.
  • Receives court subpoenas for officers from Municipal and District Courts, schedules court dates for officers, and notifies them that they are scheduled to appear in court and/or when court dates are cancelled.
  • Prepares complex reports for the Police Chief for presentation to the City Manager and City Commission.
  • Routes files to various locations and updates them as needed.
  • Composes, types, and edits correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
  • Prepares and maintains employee time cards and other personnel records for the department.
  • Serves as cashier and accountant for department’s petty cash fund.
  • Compiles crime data and a record of department activities for monthly report to City Commission.
  • Records training hours with KLETC and keeps a record of each officer’s training hours.
  • Coordinates travel, lodging, and registration for conferences and training sessions on behalf of Police Department staff.
  • Prepares records such as notices, minutes of meetings, and resolutions.
  • Acts as custodian of satellite departmental personnel records, documents, and records specified by the Police Chief, establishing and maintaining file systems, controlling records and indices while using moderate independent judgment.

 

NON-ESSENTIAL FUNCTIONS

  • Attendance at training, workshops and seminars.
  • Serves on various employee committees, and takes notes.
  • Provides backup to related positions.
  • Performs other duties as assigned.

 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

  • Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices.
  • Proficient in Microsoft Office Suite.
  • Skill in operation of listed tools and equipment.
  • Ability to effectively meet and work with the public.
  • Ability to communicate effectively verbally and in writing.
  • Ability to handle stressful situations.

 

COMMITMENT TO MISSION AND ORGANIZATIONAL VALUES

It is each employee’s commitment to uphold these core values while representing the City of Arkansas City in carrying out municipal duties as public servants.  These values should form the basis for interactions with the general public, with other agencies and with each other.

 

Mission

The City of Arkansas City strives to provide a high quality of life for its citizens by furnishing a variety of efficient services in a professional, courteous manner.

 

Statement of Organizational Values

We value Professional Ethics, which includes:

  • Honesty
  • Compassion
  • Fairness
  • Confidentiality
  • Reliability
  • Stewardship of resources
  • Respectfulness
  • Non-discriminatory behavior
  • Professionalism & personal courtesy

 

We value Commitment to Citizens through Customer Service, which includes:

  • Courteous interaction with the public
  • Pride & ownership
  • Programs that address citizen needs
  • A sense of urgency and responsiveness
  • A service-oriented approach to patrons
  • Listening as well as hearing

 

We value Commitment to Excellence, which includes:

  • An ability to see the big picture
  • A sense of pride
  • A commitment to employee knowledge
  • Employee professionalism
  • Accountability
  • Teamwork
  • Protection of health, safety & public welfare
  • A willingness to embrace change
  • A commitment to organizational goals
  • Clear communication

 

EDUCATION AND EXPERIENCE

  • Associate Degree or vocational school training in political science, criminal justice, business administration, public administration, or related field required.
  • Two (2) years of related experience preferred.
  • Any combination of the above at the discretion of the City Manager.

 

CERTIFICATION(S) AND LICENSE(S)

  • Possess a valid driver’s license with a safe driving record as determined by the employer.
  • Must not have a recent record of suspension or revocation of driver’s license in any state.

 

PRE- EMPLOYMENT TESTING

Components of the following pre-employment testing may be conducted and must be successfully completed by the employee:

  • Completed application.
  • Computer Proficiency testing.
  • Personality/Behavior Quality testing.
  • Polygraph examination.
  • Physical Capacity Profile – Level 1.
  • Drug screen.
  • Alcohol testing.
  • Criminal history background checks.

 

WORK ENVIRONMENT AND CONDITIONS

Work environment characteristics described here represent those an employee encounters while performing the essential functions of the job.  While performing the duties of this job, the employee primarily works indoors where temperatures are regulated and the noise level is low.

 

ESSENTIAL PHYSICAL FUNCTIONS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

 

Must meet Level 1 in Department of Labor’s Dictionary of Titles – Sedentary Work exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently. Involves sitting most of the time, but may involve3 walking or standing.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is frequently required to sit and talk or hear.

 

LIFTING

Maximum Force

None

Limited

(0-1 hour)

Occasional

(1-3 hours)

Frequent

(3-6 hours)

Constant

(6-8 hours)

Objects

01-10lbs.

(Sedentary)

 

 

x

 

 

Office supplies and equipment. Files, notebooks, laptop, and papers.

11-20lbs.

(Light)

X

 

 

 

 

 

21-50lbs.

(Medium)

X

 

 

 

 

 

51-100lbs.

(Heavy)

X

 

 

 

 

 

100 + lbs.

(Very Heavy)

x

 

 

 

 

 

 

CARRYING

Maximum Force

None

Limited

(0-1 hour)

Occasional

(1-3 hours)

Frequent

(3-6 hours)

Constant

(6-8 hours)

Maximum Distance Carried

01-10lbs.

(Sedentary)

 

 

x

 

 

Office supplies and equipment. Files, notebooks, laptop, and papers.

11-20lbs.

(Light)

x

 

 

 

 

 

21-50lbs.

(Medium)

x

 

 

 

 

 

51-100lbs.

(Heavy)

x

 

 

 

 

 

100 + lbs.

(Very Heavy)

x

 

 

 

 

 

 

PUSHING/PULLING

Maximum Force

None

Limited

(0-1 hour)

Occasional

(1-3 hours)

Frequent

(3-6 hours)

Constant

(6-8 hours)

Maximum Distance Moved

01-10lbs.

(Sedentary)

 

 

x

 

 

Can be more than 50 feet.

11-20lbs.

(Light)

x

 

 

 

 

 

21-50lbs.

(Medium)

x

 

 

 

 

 

51-100lbs.

(Heavy)

x

 

 

 

 

 

100 + lbs.

(Very Heavy)

x

 

 

 

 

 

 

REACHING

 

None

Limited

(0-1 hour)

Occasional

(1-3 hours)

Frequent

(3-6 hours)

Constant

(6-8 hours)

Comments

Total Reaching

 

 

 

 

x

Mainly in seated position, within 18-24 inches of body.

Below waist

 

 

x

 

 

 

Waist to Shoulder

 

 

 

x

 

 

Overhead

 

 

x

 

 

 

 

OTHER PHYSICAL DEMANDS

 

None

Limited

(0-1 hour)

Occasional

(1-3 hours)

Frequent

(3-6 hours)

Constant

(6-8 hours)

Comments

Sitting

 

 

 

 

x

 

Standing

 

 

x

 

 

 

Walking

x

 

 

 

 

 

Climbing/Balancing (stairs, ladders, other)

x

 

 

 

 

 

Operating Foot Controls

x

 

 

 

 

When driving.

Rotation of head/neck

 

 

 

x

 

 

Flexion (head bend down & head bend back)

 

 

 

x

 

Bend down to look at documents and keyboard.

Bending at the waist

 

 

x

 

 

 

Twisting at the waist

 

 

x

 

 

 

Kneeling

 

 

x

 

 

 

Crouching (squatting)

 

x

 

 

 

Filing.

Crawling

x

 

 

 

 

 

Lying down (back, side, front)

x

 

 

 

 

 

Handling/grasping

 

 

 

x

 

 

Forceful Gripping

 

x

 

 

 

Very rare.

Fine Finger Manipulation

 

 

 

 

x

 

Keyboarding/Mouse

 

 

 

 

x

 

Repetitive motion (multiple manipulation of same muscle group)

 

 

 

 

x

Bilateral hands – while operating computer equipment.

High Impact vibratory tools (bucking/riveting)

x

 

 

 

 

 

Low Impact vibratory tools (drilling/sanding)

x

 

 

 

 

 

 

SEEING

Near Acuity: Required

Far Acuity: Not Required

Depth Perception: Required

Field of Vision: Required

Color Discrimination:  Not Required

Note Colors: N/A

         

 

HEARING/TALKING

Co-workers and public (in person and telephone).

 

MACHINES, TOOLS, EQUIPMENT, PARTS USED

Phone,  personal computer, copy machine, scanner, postage machine, fax machine, 10-key calculator.

 

ENVIRONMENTAL/ATMOSPHERIC CONDITIONS

95% Inside

5% Outside

Temperature Extremes: All temperature extremes when outside

Noise Level:

Low: x

Moderate:

High:

Vibration:  Not Present

Dust: Not Present

Odors:  May be Present

Fumes:  Not Present

Vapors:  Not Present

Mists: Not Present

Gases: Not Present

Chemicals:  Not Present

Note Types: N/A

Blood Borne Pathogens Present: May be present

                 

 

COGNITIVE & BEHAVIORAL CAPACITIES

 

Present

Comments:

 

Yes

 

No

Where appropriate: frequency or % of job

COMPREHENSION, REMEMBER & PLAN

 

 

 

Articulate and comprehend information in conversation.

x

 

Frequent basis.

Read, comprehend, and use written materials.

x

 

Frequent basis.

Use technology/instruments/tools & information systems.

x

 

Frequent basis.

Remember spoken instructions.

x

 

Frequent basis.

Remember written instructions.

x

 

Frequent basis.

Remember visual instructions.

x

 

Frequent basis.

Remember simple instructions.

x

 

Frequent basis.

Remember detailed instructions.

x

 

Frequent basis.

Perform repetitive or short-cycle work.

x

 

Frequent basis.

Work under specific instructions.

x

 

Frequent basis.

Completed complex tasks.

x

 

Frequent basis.

ATTENTION & CONCENTRATION

 

 

 

Fine detail:  Regularly deals with data or things requiring attention to minute detail.

x

 

Frequent basis.

Interruptions:  Requires quickly resumed attention after multiple interruptions, or ability to easily shift between tasks.

x

 

Frequent basis.

Sustained Attention:  Requires unbroken lengthy attention to same/similar tasks.

x

 

Frequent basis.

Multitasking:  Job requires ability to attend to more than one activity simultaneously such as typing while answering phones.

x

 

Frequent basis.

Visual or aural distractions:  busy, noisy environment making focusing difficult.

x

 

Frequent basis.

EXECUTIVE FUNCTION

 

 

 

Decision making:  Makes critical decisions potentially affecting costs to company or public safety.($ or lives)

x

 

 

Planning:  Responsible for laying-out and planning sequence of work activity.

x

 

 

Simple, repetitive, short-cycle tasks:  Must frequently deal with boredom.

 

x

 

INFORMATION PROCESSING

 

 

 

Processes highly technical information:  reads, understands and uses complex or highly technical information or computation (calculus, etc.)           

x

 

 

 

Present

Comments:

 

Yes

 

No

Where appropriate: frequency or % of job

Integrating Information: Obtains information (reads, hears) from multiple sources, then must be able to synthesize, integrate, and then utilize the information.

x

 

Frequent basis.

High productivity or highly speeded work

Meets expectation for high level of output with little “down-time” between tasks.

x

 

Frequent basis.

High level visual-spatial reasoning:  Processes information in graphic form.  Perceives 3 dimensional objects from 2 dimensional representations (drawings plans, etc.).

x

 

Frequent basis.

 

 

 

 

PSYCHOSOCIAL FACTORS

 

 

 

Works alone:  must work independently, with little oversight or supervision and/or contact with others

x

 

Frequent basis.

Works in close proximity to others:  works in same physical area as others but interaction is either limited or not required.

x

 

Limited basis.

Frequent &/or extensive interaction with others, such as customers, public or peers (e.g. cashier, receptionist).

x

 

Frequent basis.

Deals with people under adverse circumstances:  deal with people who are angry or confrontational, critiques work of others, gives “bad news” etc.

x

 

Frequent basis.

Deals with people under pressure of time or numbers (Customers with construction or code problems)

x

 

Frequent basis.

Teamwork:  Works as integral part of team, must cooperate with others, divide tasks, integrate output, and put team goals, ideas or plans before ones’ own.

x

 

Frequent basis.

ATTENDANCE

 

 

 

Maintain predictable and reliable attendance.

x

 

Frequent basis.

Be punctual.

x

 

Frequent basis.

Take rest periods at set times or only times determined by breaks in job responsibilities.

 

x

Only as conditions and circumstances allow.

Adjust to a flexible schedule of work days or shifts.

x

 

Limited basis.

 

 

GENERAL COMMENTS

This job description is intended to identify and illustrate the kinds of duties that may be assigned.  It should not be interpreted as describing all of the duties that may ever be required or be used to limit the nature and extent of assignments given.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The City of Arkansas City is an At-Will employer.

 

 

 

I, __________________________________________, have read and understand the information contained herein.

                                (Print Name)   

 

 

_________________________________________________                              _______________________

                                             Signature                                                  

 



Vacancy Number: 201707

Open Date: 11/7/2017 12:00:00 AM
Close Date: