HomeMy WebLinkAboutPublic Safety Department Clerk Job Description 08 23 2023CITY OF MONROE
JOB DESCRIPTION
PUBLIC SAFETY DEPARTMENT CLERK
Supervised By: Director of Public Safety
Supervises: None
Position Summary:
Under the general supervision of an assigned department head, provides high level,
confidential, administrative support involving individual initiative, discretion and judgment
within the scope of assigned authority, for a large, multi-faceted operating department.
This position requires a high level of discretion and confidentiality and the ability to
manage relationships both internally and externally. May be assigned to any office within
the scope of city operations.
Essential Job Functions:
An employee in this position may be called upon to do any or all of the following essential
functions. These examples do not include all of the duties, which the employee may be
expected to perform. To perform this job successfully, an individual must be able to
perform each essential function satisfactorily.
1. Performs high level, confidential administrative work in support of the assigned
department. Serves as liaison for the department director and works directly with
other administrators, officials, employees, representatives of other governmental
units, businesses and the general public.
2. Receives and screens telephone calls and visitors. Explains departmental
procedures and operations and addresses complaints, inquiries and requests for
service independently. Follow-up on complaints, correspondence and transactions
to ensure deadlines, schedules and expiration dates are observed.
3. Manages the department and director calendars with the understanding and
anticipation of operational challenges and is able to manage/reschedule priorities
effectively and proactively. Prepares meeting logistics, coordinates preparation
and distribution of materials. Schedules appointments for the department, director
and other management staff. Maintains and cross-references calendars to ensure
efficient use of time and eliminate conflicts.
4. Maintains office inventories and purchases office equipment, supplies and services
according to established procedures.
5. Transcribes or independently composes and proofreads routine and complex
correspondence, memos, reports, administrative regulations, committee actions,
statistical tabulations and related documents and data for the director's review and
approval.
6. Reviews and prioritizes mail, drafts replies to routine correspondence and refers in
depth matters to appropriate staff members.
7. Arranges and attends meetings. Assists the director in compiling and assembling
related agendas, documents, information and data. Records, prepares and
distributes minutes and follows-up on suspended items and other matters. May be
required to represent the director depending on the complexity of the matter.
8. Creates and maintains various databases and comprehensive record keeping and
filing systems, including the maintenance of confidential materials and information.
Prepares and manages specialized files and reports such as personnel files (new
hires, transfers, terminations and changes in job classifications), MIOSHA records,
risk assessments, workers compensation issues, recreation files and registration and
others as directed.
9. May be responsible for various bookkeeping such as the processing of accounts
payable and payroll, required follow-up and the maintenance of related files.
10. Assists with the compilation and maintenance of the department's annual budget
as requested. Generates reports to assist the director and other administr ators in
developing budget requests, researches cost estimates and completes related
assignments.
11. Arranges and reconciles travel, related expense advancements and reports, petty
cash reimbursements, business credit cards, and miscellaneous records.
12. Plans, researches, implements and oversees various special projects and programs
particular to the department as assigned. This may include the development of
informational fliers and announcements, and the organization of special events.
13. Assists the director in creating and posting job openings, candidate recruiting,
internal and external postings, phone screeners, interviewing, assessment, and
employee onboarding and off-boarding.
14. Performs other related work as assigned and required.
Required Knowledge, Skills, Abilities and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities and
minimum qualifications necessary to perform the essential functions of the position.
Reasonable accommodations may be made to enable individuals with disabilities to
perform the job.
Requirements include the following:
An Associate's Degree with additional specialized training or college level courses
in secretarial science, office management or a related area a nd three years of
secretarial experience, or an equivalent combination education and experience
preferred.
Works independently, proactively, and uses sound judgement skills daily.
Candidates with knowledge of personnel administration and knowledge of
effective office practices and management, demonstrated ability to perform a
variety of office tasks (such as accounts payable, development of data tables,
preparing descriptions of standard operating procedures and using tickler systems),
exercise good judgment, and who demonstrate thoroughness and/or dependability
may be given preference.
Knowledge of the structure, policies, procedure, and regulations of municipal
government.
Considerable knowledge of executive administrative office operations procedures
and practices.
Ability to type with speed and accuracy and maintain complete confidentiality.
Ability to gather data and prepare accurate and timely records, reports, notices,
memos and letters.
Ability to convey and understand information effectively a nd promptly through
speaking, hearing, reading, and writing.
Ability to interact professionally, constructively, and diplomatically with top level
administrators, other employees, representatives of the business community, other
governmental units and the general public.
Skill in the use of office equipment and technology, including Microsoft and Google
Suite applications and software specific to the department; and the ability to
master new technologies.
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are
representative of those an employee encounters while performing the essential functions
of the job.
Reasonable accommodations may be made to enable individuals with d isabilities to
perform the essential functions.
While performing the duties of this job, the employee is regularly required to communicate
in person and by telephone, read regular and small print, view and produce written and
electronic documents and enter data on a computer keyboard with repetitive keystrokes.
The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to
finger, handle, or feel and reach with hands and arms. The employee must lift or push/pull
objects of up to 15 lbs. without assistance. Accommodation will be made, if needed, for
office employees required to lift or move objects that exceed this weight.
The typical work environment of this job is a business office setting where the noise level is
quiet and sometimes moderate.
Updated August 23, 2023