Admin Secretary

This is a regular full-time position in the Police Department functioning as a general administrative secretary to the Chief of Police and Administrative Services Division. Work involves preparing the Department payroll and assisting the Chief of Police by relieving him/her of routine administrative details. Work includes a wide variety of secretarial tasks which require application of independent judgement and organization skills. This is a secretarial position which involves complex work methods, decision making skills, operation of computers and various software applications. The Administrative Secretary is supervised and evaluated by the Chief of Police.

1. Provide secretarial assistance to the Chief of Police and Deputy Chief by assembling information for their use, answering routine questions and assisting persons seeking information from the Police Department or making appropriate referrals for assistance, receive and direct calls and visitors to the appropriate staff, receiving comments and complaints from the public and referring for appropriate corrective action, and providing other secretarial assistance as assigned. This is a confidential position. The Administrative Secretary will have knowledge of, and assist the Police Chief and Deputy Chief with sensitive communications and information.
2. Provide secretarial support to the Chief of Police and Deputy Chief by preparing and modifying documents including correspondence, reports, shift schedules, drafts, memos, letters and emails. Establish and Maintain electronic and hard copy filing systems. Schedule appointments for the /Chief of Police and keep him advised of scheduled appointments and activities.
3. Plan and prepare for department events, large meetings and major investigations.
4. Provide overall secretarial support to the department by assisting members with leave time, leave time requests, payroll questions, injury reports, and restricted duty.
5. Prepare bi-weekly payroll for the department.
6. Prepare the department budget and related performance measures.
7. Coordinate purchasing, including preparation of documents, processing of purchase orders and check requests. Process invoices and balance statements with vendors when necessary. Provide purchasing information to members of the department needing assistance.
8. Process funds sent to the department.
9. Order department equipment and supplies to include uniforms and equipment for officers.
10. Reconcile and approve proximity cards issued to members of the department.
11. Track and distribute evaluations to be completed by supervisors.
12. Assist in the accreditation and policy development process.
13. Assist in the review of department policies. Keep track of all issued policies, procedures, rules, regulations and job descriptions in an effort to keep them current and consistent; develop new police record forms and upgrades current forms.
14. Prepare all necessary paperwork for new police officers attending basic training academy and coordinate the scheduling of any pre-employment exams required for entry level and lateral officers.
15. Maintain the department roster reported to the Illinois Training and Standards Board on a bi-annual basis. Ensure proper paperwork and training certificates are submitted for new officers hired.
16. Track and maintain benefit time for department employees to include personal days, compensatory time, and longevity increases, maintaining compliance with current FOP contracts.
17. Provide assistance in the promotional process to include promotional potential ratings, composite scoring results and scheduling interviews.
18. Assist with facilitating the GI Bill process through Veterans Affairs for qualifying officers.
19. Assist the FOIA Officer with FOIA requests.
20. Assist with maintaining the database for drug testing program.
21. Serve as site administrator for the electronic access control system and department identification card system.
22. Proficient in the use of personal computers and software including MS Word, Excel, Publisher and Outlook. Ability to easily learn other necessary software.
23. Effectively and efficiently use personal computers, telephone, copy machines and other appropriate office equipment.
24. Maintain a high level of strict confidentiality in regard to all information received, prepared or delivered by or to the Police Department regarding its official duties.
25. Use tact and good judgement and utilize effective interpersonal skills with co-workers and the public; coordinate and cooperate with other City staff in performing functions; work effectively both independently and as a team member.
26. Perform duties in accordance with general orders, special orders and rules and regulations of the Police Department as set out in the Carbondale Police Department’s Policy Manual.
27. Drive City and personal vehicles safely in accordance with City and Police Department policy.
Other Duties: Perform other duties as necessary to carry out the mission of the Carbondale Police Department.

Work Environment: Work is usually performed in an office setting but may require the occasional operation of a vehicle during the course of the work day in a variety of weather conditions to perform certain job functions.
Physical Demands: Work is essentially sedentary with occasional walking, bending, lifting of objects under 25 pounds, or minimal physical activities. Work requires the ability to sit for extended periods of time, to operate personal computers and to perceive and/or discriminate colors, sounds, depth, and texture.

The position is open until filled, initial application deadline is 4:00 PM on Monday, January 29, 2024