DEFINITION

Provides administrative support to the Director of Public Safety, Public Safety Commanders and Public Safety Lieutenants, performing complex, responsible and confidential administrative duties; performs the more difficult office assistance work; provides information regarding City and department activities, policies and procedures; performs other duties as assigned.

DISTINGUISHING CHARACTERISTICS

The Administrative Assistant to the Director of Public Safety provides a variety of highly skilled administrative support activities that require confidentiality, initiative, independent judgment, strong interpersonal skills, accuracy and attention to detail. The incumbent is expected to have a thorough understanding of the Public Safety Department operations, work independently in the completion of tasks and utilize sound judgment in dealing with sensitive situations and information.

SUPERVISION RECEIVED/EXERCISED

General supervision is provided by the Director of Public Safety. May provide lead supervision by assigning and reviewing the work of support staff.

ESSENTIAL DUTIES

Provides a full range of administrative assistant support to the Director of Public Safety; maintains administrative and confidential files and records; opens, date stamps and distributes in-coming mail; records overtime and attendance records; prepares documents regarding concealed weapons permit requests, gun dealers' licenses and solicitor permits; assists with the transcription of case reports; takes, transcribes and distributes staff meeting minutes; types new and updates to the General Orders and other procedures; transcribes all administrative investigation tapes, statements, and other information; interviews telephone callers and office visitors providing them with desired information or referring inquiries as appropriate; may assist in the completion of information in the preparation of a variety of reports and records; performs administrative detail work; prepares materials for City council meetings; types department performance evaluations and disciplinary actions; schedules and coordinates meetings; provides backup for other office staff as needed.

QUALIFICATIONS

Experience/Education

Sufficient experience and education to successfully perform the duties of the Administrative Assistant to the Director of Public Safety.

A typical way of obtaining the required qualifications is to possess the equivalent of four years of increasingly responsible administrative work experience involving extensive public contact, preferably in a public setting.

Knowledge/Skill/Ability

Knowledge of City and Public Safety Department policies, rules and regulations; operations, procedures, rules and precedents; law enforcement and fire terminology; modern office methods, procedures and equipment; account and statistical recordkeeping; mathematics, English usage, spelling, grammar and punctuation. Ability to interpret and apply a variety of City rules, laws and policies with good judgment while carrying out a variety of administrative support assignments; take responsibility and exercise good judgment in recognizing scope of authority; perform responsible and difficult office work; perform financial and statistical recordkeeping; prepare clear, concise and accurate records and reports; prepare correspondence; perform a variety of information gathering and administrative assistance assignments; understand and carry out oral and written directions; maintain good public relations with people contacted during work assignments; establish and maintain cooperative working relationships. Skill to type at a minimum rate of 50 words per minute from clear, legible copy; take dictation at a minimum rate of 90 words per minute.

Working Conditions

Position requires prolonged sitting, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing correspondence, statistical reports and other written materials and using a computer keyboard. Additionally, the position requires near vision in reading written materials and using a computer and hearing is required when providing phone coverage and communicating in person. The need to lift, drag, push files, paper and reports weighing up to 25 pounds may sometimes be required.

License/Certificate

Possession of a Class C California driver's license by date of appointment.