ADMINISTRATIVE ASSISTANT TO THE THE POLICE CHIEF

Under general supervision, performs a wide variety of responsible, complex, and highly confidential administrative and clerical duties for the Chief of Police and the Police management team; exercises initiative, judgment, and tact in responding to and dealing with staff, other law enforcement agencies, members of the community, and public officials; and performs related duties as required.

DISTINGUISHING CHARACTERISTICS
This is a journey level non-sworn classification in the Police Department and is expected to work independently with minimal supervision. The incumbent is responsible for performing a variety of highly confidential duties in support of the Chief of Police and the Police management team.

THIS RECRUITMENT IS OPEN UNTIL A SUFFICIENT NUMBER OF QUALIFIED APPLICATIONS ARE RECEIVED AND MAY CLOSE AT ANY TIME. APPLY IMMEDIATELY.
Only those candidates whose applications show the best combination of qualifications in relation to the requirements and duties of the position will be invited to the examination process; spaces may be limited to accommodate social distancing. Written examination tentatively scheduled for February 10 and/or February 11.

Example of Duties

Essential functions, as defined under the Americans with Disabilities Act may include, but are not limited to the following characteristic duties, responsibilities, knowledge, skills and other characteristics.

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Performs a variety of complex and confidential administrative, technical, and clerical support functions for the Police Chief and staff.
• Independently exercises good judgement and consistently demonstrates a thorough knowledge of departmental operations, policies, and procedures.
• Maintains multiple department calendars; coordinates multiple schedules; makes travel arrangements as required.
• Receives and screens visitors, telephone calls, emails and regular mail.
• Responds to routine and complex correspondence on behalf of others
• Provides information and resolves issues for City staff, other organizations, and the public, requiring the use of judgment and the interpretation of laws, policies, rules and procedures.
• Performs and/or coordinates a variety of staff work; assists in tracking critical information, complying with deadlines, legal requirements, rules and other procedures.
• Attends meetings, record proceedings, prepares, finalizes, and distributes, agendas/minutes, press releases, notices, and related official documentation following established guidelines.
• Prepares, designs, updates, or distribute new or existing department informational manuals, materials, reports, press releases, and notices.
• Independently researches, composes and prepares routine and non-routine memoranda and reports; ensures accuracy, completeness and conformance of documents with applicable laws, rules and regulations.
• Researches, compiles and analyzes information and data for special projects and in response to requests, questions and/or complaints from a variety of internal and external inquiries.
• Coordinates special events, meetings, and conferences, and attends selected events as required.
• Develops and maintains routine and complex filing systems, databases and related records.
• Processes personnel, payroll, purchase requisitions, and reimbursement requests.
• Processes and tracks personnel action forms, evaluations, staff certifications, and assignments.
• Maintain supplies and prepare requisitions, purchase orders and other agreements.
• Facilitates Council Agenda item preparation for City Council meetings.
• Provide effective written and oral communication.
• May be exposed to confidential and privileged information during the course of duties, which should be maintained as such.
• Performs other related duties as assigned.

Minimum Qualifications

Any combination of experience and training that would provide the required knowledge, skills and abilities is qualifying.

• High school diploma or GED.
• Four (4) years of recent full-time increasingly responsible office support and administrative experience. Additional qualifying education may be substituted for up to one year of the desired experience.
• Type 60 words per minute.
• Have a background free of any felony convictions and with a demonstrated personal history of being able to live within the law.
• Ability to successfully pass an extensive background investigation.
• Must have thorough knowledge of computer systems and software, including Windows, internet browsers, word processing, spreadsheet and presentation software.
• A valid California Class C driver's license is required.

Desirable Qualifications

• Associate’s Degree or higher
• Experienced with desktop publishing software

Skills, Knowledge and Abilities

Knowledge of:

• Contemporary office and administrative practices, methods, and systems.
• Organization, procedures and operations of municipal government.
• Applicable City and Departmental codes, policies, procedures, rules, regulations, laws, and guidelines.
• Business letter writing and basic report preparation.
• Business arithmetic and basic statistical techniques.
• English usage, vocabulary, spelling, grammar and punctuation.
• Research methodologies and resources, statistical analysis, including Internet and report writing.
• Professional public communication skills, including written presentation.
• Records management filing, indexing systems, and basic financial record keeping.
• Use a variety of modern office equipment and current personal computer and software application.
• Effective public relations and customer service techniques.

Ability to:

• Prepare and organize data for professional reports and/or presentations using various research sources and modern software applications.
• Conduct data collection and analysis.
• Compute, interpret and compile statistics and other information.
• Learn, retain and apply City/Department policies and procedures correctly and consistently.
• Communicate effectively orally and in writing.
• Plan, organize and self-direct daily work assignments.
• Adapt to shifting priorities and changing organizational work plans.
• Maintain confidentiality and exercise sound judgment.
• Conduct work in a safe manner in accordance with established practice.
• Organize work, set priorities and meet established deadlines.
• Effectively respond to stressful situations.
• Establish and maintain effective working relations with others.
• Exercise tact and diplomacy.
• Work effectively as a team member.
• Embrace and operationalize the organizational values.
• Work with minimal direction and supervision.
• Perform related duties as required.

PHYSICAL DEMANDS:

Employees must be able to maintain physical condition necessary for sitting, walking, and standing for extended periods of time; some stooping, crawling, crouching, and climbing; maintain concentration and the capability to make sound decisions; maintain effective audio/visual discrimination and perception to the degree necessary for the successful completion of assigned duties.

Hearing: The ability to hear normal speech and other audible events, even in combination with other environmental noise. This necessarily includes hearing voices transmitted by radio and telephone.

Vision: The ability to read or see objects, printed materials, and a computer screen under ambient, limited or artificial lighting and at a reasonable distance with sufficient clarity.

Speaking: The ability to speak clearly in English and to be understood by others under normal or highly stressful circumstances, either in-person, in groups, or over the telephone.

Mobility: The ability to alternatively move from one place to another, to move, walk, stand and sit. Use finger dexterity to access, enter and retrieve data using a computer keyboard, typewriter keyboard or calculator and to operate standard office equipment.

The ability to lift file boxes and other items weighing up to 25 pounds.

The ability to attend off-site meetings.

WORK ENVIRONMENT:

This position required to work indoors in an open office environment. Employees may be required to work on evenings, weekends and holidays, and participates in afterhours on-call assignments.

EXAMINATION PLAN:
Completed City Application and Supplemental Questionnaire . Qualifying
Written Examination*. 20%
Writing Skills Exercise*. 20%
Interview Panel. 60%

• Written examination and writing skills exercise will be conducted in person.

The City does not have, nor do we recommend, any study materials.

ADDITIONAL INFORMATION

The provisions of this announcement do not constitute an expressed or implied contract and any provisions contained in this announcement may be modified or revoked without notice.

Selection Procedure:
All statements made on applications are subject to investigation and verification. Falsifying one's education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City of Signal Hill. Resumes will not be accepted in lieu of a completed City application and supplemental questionnaire.

Admission to competitive examination may be limited to those whose applications show the best combination of qualifications in relation to the requirements and duties of the position. Any part of the examination process may be qualifying only.

Equal Opportunity Employer:
The City of Signal Hill is an Equal Opportunity Employer and supports workplace diversity.

Americans with Disabilities:
Applicants with disabilities who require special testing arrangements must contact Human Resources. If you have a disability for which you require an accommodation, please contact Human Resources at HR@cityofsignalhill.org or (562) 989-7307/4 no later than 5 business days before the test date.

Fingerprinting:
Applicants who are selected for hire are fingerprinted during the pre- placement processing period. All fingerprints will be processed with the Department of Justice to verify criminal records or absence thereof.

Physical Examination:
Employment offers are conditional based, upon the successful completion of a medical examination which includes drug and alcohol screening for safety sensitive positions. Physicals are performed by the City's designated physician at the City's expense. Candidates are cautioned not to quit their jobs or give notice to their current employers until they are determined to be medically qualified.

Oath and Disaster Service Worker:
All City employees are required to sign the Oath or Affirmation of Allegiance for Public Employees upon the beginning of employment. Pursuant to California Government Code Section 3100, all City employees are required to perform assigned emergency service duties in the event of an emergency or disaster and are required to sign a Disaster Service Worker Statement upon hire.

EMPLOYEE BENEFITS- AVAILABLE TO FULL-TIME CITY EMPLOYEES

• 96 hours of vacation leave annually
• 96 hours of sick leave annually with buy-back program
• 10 paid holidays per year (80 hours)
• 36 hours personal holiday leave per year
• 2% @ 60 retirement formula - Employees contribute 7% of the required employee contribution. Average of final three years retirement calculation. This retirement formula is available to those candidates who currently work for a PERS agency or a PERS reciprocal agency or have worked for a PERS agency or a PERS reciprocal agency within the last six (6) months.
• 2% @ 62 PERS retirement formula - Employees contribute 6.75% of the normal cost of the benefit . There will be no Employer Paid Member Contribution. Average of final three years retirement calculation. This formula is provided for all new PERS members and those who have been separated from a PERS agency or a PERS reciprocal agency for more than six (6) months.
• Medical insurance - The City participates in the CalPERS health benefit program and contributes up to $1,100 per month toward medical premiums. An additional $400 is available for individuals with health, dental and/or vision premiums not fully covered with the $1,100. 75% of any monies remaining (of the $1,100) after medical premiums are paid may be applied toward optional benefits including: vision, dental, or deferred compensation plan. No cash pay-out in lieu of benefits
• Dental - City contribution of $70 per month
• Vision insurance - Employee premium paid by City
• Based on years of City service, qualified retirees may be eligible for City contribution to retiree health premium. Employees contribute 1% of their salary towards their future retiree health benefit.
• $50,000 Life Insurance Policy
• Short & Long Term Disability Plans
• Social Security Participation
• Deferred Compensation Plan
• Flexible Benefits Program
• Tuition Reimbursement Program

City of Signal Hill is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, gender, sexual orientation, marital status, medical condition, genetic information, national origin, military or veteran status, ancestry, disability, and age (over 40), or any other classification protected by federal, state or local laws.

AN EEO/ADA/VET Employer.