ADMINISTRATIVE SUPERVISOR – POLICE DEPARTMENT
CITY OF WILLITS
JOB DESCRIPTION
JOB TITLE: ADMINISTRATIVE SUPERVISOR – POLICE DEPARTMENT
REPORTS TO: CHIEF OF POLICE
POSITION SUMMARY
As a confidential and management employee, under direct supervision of the Chief of Police supervises and is responsible for the clerical, secretarial, and communications functions of the Police Department including supervising all volunteer employees; Provides administrative assistance in assembling, compiling, summarizing, and storing information for departmental reports and projects. Supervises and maintains the operation of official Police Department records. Supervises the operation of the communications center. To do other work as assigned.
Specialized Assignments include: Communications Supervisor, Records Supervisor, Public Information Officer, Communications Training Program Manager, Enhanced 9-1-1 PSAP Manager, and Librarian.
FAIR LABOR STANDARDS ACT EXEMPTION
The incumbent of this position spends more than 50 percent of their time as an executive assistant performing office work directly related to management policies or general business operations. The incumbent customarily and regularly exercises discretion and independent judgment. This position is, therefore, Aexempt@ under the Fair Labor Standards Act as an AAdministrative Employee@.
TYPICAL DUTIES AND RESPONSIBILITIES
? Assists the Chief of Police in performing a wide variety of responsible administrative functions, including, but not limited to, establishing, revising, distributing and filing of Police Department policies and procedures. Conducts initial investigations and gathers data on problems and complaints which come to the attention of the Chief of Police. Keeps the appointment calendar for the Chief of Police, screens calls and coordinates the meeting schedule by preparing and assembling materials; may attend meetings, record minutes, and prepare them for distribution.
? Acts as Departmental liaison with the Governor=s=s Office of Extradition and submits appropriate claims for reimbursement in a timely manner.
? As a confidential employee: Prepares and maintains files of confidential and highly sensitive correspondence regarding criminal intelligence and personnel transactions; Maintains records and files of citizen complaint and internal investigations; Prepares annual State reports; Controls and maintains employee personnel files, tracks and submits various personnel transaction forms. Works with Training Sergeant in scheduling and preparing financial documents for sending personnel to on-going training; Researches and submits applications for professional certificates from Peace Officer Standards and Training (POST) for sworn and civilian Police Department personnel.
? Participates in annual budget preparation from information available from different sources. Maintains Departmental Budget and is responsible for the preparation of requisitions, codes financial accounts, orders supplies and verifies invoices for payment, checking that proper accounts are debited. Maintains control and inventory of office supplies and City property. Responsible for the petty cash and vice-fund accounts at the Police Department. Responsible for monies collected for copies of reports, fingerprinting, etc. and submitting accurate Journal to City Finance Officer.
? Responsible for disseminating recruitment forms and maintaining applicant files for sworn and non-sworn/civilian police department personnel including coordinating and facilitating sworn and non-sworn/civilian pre-employment Assessments plus establishing appointments for medical, psychological and polygraph examinations. Authorized to proctor P.O.S.T. pre-employment Dispatch examinations. Responsible for preparing testing/exercise examinations and facilitating Assessment Centers for internal promotions of sworn and non-sworn personnel.
? As assigned, undertakes and carries forward a variety of projects requiring considerable independent judgment and initiative. Assists in the preparation of departmental reports by gathering and summarizing information from a variety of sources. Answers correspondence independently. Supervises and maintains departmental files and records.
? As Enhanced 9-1-1 PSAP Manager coordinates with City Planner in identifying new streets within the City ; Maintains contact with the Mendocino County Sheriff=s Office PSAP Manager in preserving an up-to-date/accurate MSAG for 9-1-1 ANI/ALI. Works with State of California in obtaining up-to-date 9-1-1 equipment.
? As Public Information Officer for the Willits Police Department responds to in-field critical incidents and works with Incident Commander for press relations and logistics issues; prepares press releases and disseminates appropriate information to the media and public on a day-to-day basis. As PIO responds to City and/or County EOC=s either in-house or in-field. Gathers information, generates press releases and disseminates to media/public in a timely manner, by phone and/or in person. Communicates effectively with the media.
? Disseminates annual police department employee evaluation forms to supervisors. Monitors attendance, reviews and approves payroll time sheets for all police department personnel. Prepares Manpower Reports bi-weekly, monthly, quarterly, semi-annually and annually.
? As Departmental Librarian work with Training Sergeant in keeping current a listing of departmental training videos and publications; Gathers and maintains department Historical files and records.
? Maintains discipline within the non-sworn/civilian staff and insures that departmental rules and policies are followed.
? As Records Supervisor accepts, processes and, if necessary, appears and testifies in court regarding official documents of the Police Department including subpoenas for records [subpoena deuces tecum] and, as designee of Chief of Police, Pitchess Motions. Generates, verifies and disseminates monthly State B.C.S. reports and prepares monthly, quarterly, semi-annual and yearly in-house statistical information. Supervises the performance of clerical and secretarial work for the Police Department involving the use of independent judgment and an understanding of departmental functions and procedures. Assigns work to clerks and volunteers. Installs and receives filing systems and other clerical procedures.
? As Communications Supervisor oversees shift assignments of dispatchers. Oversees Communication Training Officer Program. Supervises, trains, and evaluates assigned staff. On a periodic basis assists in routine dispatch functions including operating police/fire radio equipment and call taking of business, emergency and 9-1-1 telephones.
? As needed assists in processing of arrested person, i.e. booking, searching, and transportation.
? Opens and disburses all mail and packages to appropriate destinations. Receives visitors, answers phones and gives information or refers customers to proper officials/personnel.
? Perform other duties as assigned.
DESIRABLE SKILLS, KNOWLEDGE AND ABILITIES:
Knowledge of:
? Modern methods and techniques of dealing with office and clerical functions of a police department.
? Rules, regulations, practices and procedures in the day-to-day operation and control of the Willits Police Department.
? City of Willits Personnel Rules and Regulations, Willits Police Department MOU, Fair Labor Standards Act and other regulatory documents dealing with personnel issues.
? Willits Police Department General Orders and codes relating to records and personnel issues.
? Modern methods of secretarial, filing and office procedures.
? Operation and procedures using a computer terminal and personal computer.
Ability to:
? Maintain confidentiality.
? Accept with a positive attitude criticism, guidance and direction from the Chief of Police.
? Interpret and enforce departmental rules, regulations and other policies with firmness, tact and impartiality.
? Promote and display acceptable attitude, behavior and morale among fellow employees.
? Make quick, effective and reasonable decisions in the absence of the Chief of Police.
? Work in harmony with fellow supervisors, superiors and subordinates.
? Administer police records operations.
? Supervise, schedule, and train subordinates.
? Analyze situations and adopt effective courses of action.
? Speak English clearly and fluently. Communicate clearly and concisely, orally and in writing.
? To tactfully and effectively deal with various racial, ethnic, and economic groups.
? Establish and maintain cooperative working relationship with those contacted in the course of work.
? Determine needs of persons requesting emergency services.
? Learn standard broadcasting procedures for a police/fire radio system.
? Understand and carry out oral and written directions.
? Prepare letters, reports, correspondence, and memoranda in an accurate and grammatically correct manner.
? Accurately collect money for fines and record financial transactions.
? Operate a computer terminal and typewriter.
SPECIAL REQUIREMENTS
Possess and valid Class C or higher California driver=s license. Completion of the Records Supervisor, Civilian Supervisor and other appropriate courses approved by POST (Peace Officer Standards and Training). Must be able to type at least 40 WPM and knowledge of word processing.
EXPERIENCE
Three (3) or more years of responsible secretarial/clerical work and work requiring public contact responsibilities or two (2) or more years of responsible communications responsibilities. Knowledge of modern supervisor techniques. General working knowledge of computer systems. General working knowledge of law enforcement codes.
EDUCATION
High School diploma or equivalent.