Administrative Assistant

JOB ADMINISTRATIVE ASSISTANT NEEDED FOR PART-TIME WORK8-16 HOURS WEEKLY, AS NEEDED$30 - $35 PER HOUR -DOQAPPLICATION PERIOD: OPEN UNTIL FILLEDFIRST REVIEW OF APPLICATIONS SCHEDULED FOR WEEK OF DECEMBER 18, 2023The Central Marin Police Authority is seeking a part-time Administrative Assistant to assist the department's Command staff with various clerical and administrative support duties.
This is an hourly position without benefits other than those required by law for part-time personnel.
Work hours are expected to be 8 - 16 hours weekly, on an as needed basis.
Work schedule may be flexible on some days depending on the tasks and assignments that need to be performed.
If you would like to work on a part-time basis in a friendly public safety environment, please apply for this position.
DEFINITION To perform a variety of responsible, confidential secretarial, clerical and administrative support to the daily operations of a Police Department and in support of the assigned department division(s).
DISTINGUISHING CHARACTERISTICS This classification is characterized by the responsibility for performing complex clerical and administrative support tasks and for applying specialized knowledge of departmental program procedures, services and methods.
Employees in this class perform tasks without specific instructions or assistance.
Incumbents provide direct secretarial and clerical support, relieving the Department Command staff of administrative detail.
Positions at this level frequently work outside the immediate proximity of a supervisor.
This classification is Confidential given the access to confidential information, the latitude in decision making and application of broader aspects of established practices and procedures to problems not falling concisely within the limitations of accepted standards or precedents.
SUPERVISION RECEIVED AND EXERCISED Receives general supervision from the Department Command staff.
Receives direct supervision from the Chief of Police.
EXAMPLE OF DUTIES Serve as primary support to the Chief of Police and the Police Department's other management or professional staff; receive; compile, compose, proofread and edit routine and non-routine reports, correspondence, forms, and formal minutes or meeting notes and other documents; select appropriate document formats; gather information necessary for document composition, meetings, and/or presentations; receive direction regarding or determine document content, distribution, and preparation priority; compose and prepare for signature routine letters/notices, resolutions, notices, and agendas; process subpoenas; handle payroll processing and coordinate with police department employees and City of Larkspur staff involved in payroll processes.
Type general correspondence, memoranda, labels, contracts, bid packages, legal documents, and reports from handwritten or typed notes, drafts, or machine dictated tapes; format documents and check drafts for punctuation, spelling, and grammar; make or suggest corrections to drafts; distribute copies of materials.
Perform billing and accounting tasks; create and provide forms, applications, and other materials; process applications and issue permits, registrations, and other documents; record and file documents; receive money and issue receipts; prepare and process deposits; track permit transactions into logs or tracking systems.
Prepare and maintain records and reports; enter and retrieve data; produce various documents, summaries and reports utilizing standard and advanced equipment and computer functions and programs, developing formats and manipulating data to achieve desired results, and purge reports and paperwork in compliance with California laws related to destruction of public records.
Process employee timesheets for payroll processing; coordinate with City of Larkspur Finance staff on payroll issues; resolve issues related to timekeeping and payroll processing; monitor timesheets for compliance with MOU language, case law and FLSA rules and regulations.
Assist in the development and implement procedures for smooth workflow processes within the department; coordinate and track operations and activities to ensure completion of projects and operations.
Research, compile and summarize information from a variety of sources for reports; prepare routine reports.
Handle some accounting related duties related to budget reports and expense reports.
Maintain departmental files; file copies of letters, memoranda, reports, and other materials in departmental and/or central files; ensure compliance with records retention system procedures; prepare labels.
Maintain manuals and update resource materials.
Maintain inventory and stock of supplies for the assigned area; order office supplies; coordinate repair of office equipment.
Maintain purchasing, budgeting, accounting, inventory, and related records for assigned areas; code invoices per chart of accounts; assist in gathering information for budget; maintain department petty cash.
Maintain calendar; schedule and prepare rooms for meetings and training sessions; make travel arrangements for staff.
Assist with special events and projects.
Read, prioritize and screen mail; route and/or deliver mail and other material to staff or other departments for handling; attach back-up materials; initiate responses to routine correspondence and mail receipts.
Attend, record, and transcribe minutes for a variety of meetings and commissions as assigned.
Place advertisements in local newspapers; schedule appointments and interviews; assist with proctoring hiring/selection procedures as needed.
Update departmental website and webpages as needed.
Compose and broadcast informational and emergency messages on local radio station; train other staff on how to use the system.
Perform work as a Designated Disaster Service Worker during natural and manmade disasters and emergencies as required of all public employees by California state law (Government Code 3100-3109).
Perform other related duties as assigned.
SUPPLEMENTAL INFORMATION Special Requirements: Essential duties require the following physical skills and work environment: Ability to work in a standard office environment; requires the ability to exert a small amount of physical effort in sedentary to light work involving moving from one area of the office to another; requires sufficient hand/eye coordination to perform semi-skilled repetitive movements, such as typing, filing, data entry, and/or use of calculators, ten-key adding machine, or other office equipment or supplies; may involve extensive VDT exposure.
Requires the ability to answer phones, hear and understand verbal conversations and instructions.
Occasionally requires the ability to lift, move, and carry office equipment, boxes of documents and files and supplies up to 25 pounds.
Application and Selection Process: Interested applicants who meet the qualifications for this part-time position are encouraged to apply online at: https://www.
governmentjobs.
com/careers/centralmarinpolice/CMPAApplication Process: 1.
Submit an online application at the above website.
Paper applications will not be accepted.
2.
Ensure application is complete and all Supplemental Questions are answered.
3.
Optional: Submit a cover letter detailing your interest in the position and/or a current resume.
Incomplete applications will be rejected and given no further consideration.
The Central Marin Police Authority reserves the right to extend the application period as needed to obtain a qualified pool of applicants.
Selection Process: 1.
Applications will be screened for completeness.
2.
Best qualified candidates based on application materials will be invited to an oral interview.
The oral interview may involve a panel of raters.
3.
Top candidates will be invited to one or more hiring interviews with members of the Command staff.
4.
Pre-employment process will include a background check, personal history statement, Live Scan criminal history fingerprint check and a drug test.
Questions regarding this recruitment for a part-time, non-benefited position should be directed to Janet Thiessen, Human Resources Manager at jthiessen@centralmarinpolice.
org or (209) 321-3936.
EEOC and ADAThe Central Marin Police Authority is an Equal Opportunity Employer.
Any applicant who qualifies as having a disability may request reasonable accommodation under the American Disability Act by contacting Janet Thiessen.