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HomeMy WebLinkAbout12 RECLASS OFFICE COOR 4-5-99AGE 4DA NO. 12 4-5-99 DATE: FEBRUARY 25, 1999 Inter-Com TO: FROM: SUBJECT: WILLIAM A. HUSTON, CITY MANAGER POLICE DEPARTMENT RECLASSIFICATION OF OFFICE COORDINATOR POSITION RECOMMENDATION Council authorize the reclassification of the Office Coordinator in the Police Department to Executive Secretary to more correctly align it to the current job responsibilities. FISCAL IMPACT Salary savings of $4,008 annually. BACKGROUND In 1983 the Police Department changed the classification of the secretary to the Chief of Police to that of Office Coordinator. The reason for the modification was because of an increase in job responsibilities that included supervising the Crime Prevention Unit. In 1990, the Police Department effected a reorganization and those supervisorial duties were reassigned to a sergeant. The Office Coordinator's title and salary remained the same. With the retirement of Kathy Snowden on March 5, 1999, I would like to take the opportunity to reclassify her position to more correctly align it with its current responsibilities. The Office Coordinator's salary is currently $3,868 per month; an administrative secretary of the City of Tustin earns $3,205 per month. I propose the City create a position entitled Executive Secretary with an accompanying salary of $3,534 per month. This proposal is consistent with other Orange County Police Chiefs' secretaries' positions. Please refer to the attached revised job description flyer for further information. STEVE FOSTER Chief of Police SF:ks EXECUTIVE SECRETARY TO THE POLICE CHIEF JOB SUMMARY Performs a wide variety of responsible and confidential administrative, secretarial, and clerical duties for the Chief of Police; participates in technical work characteristic of the Police Department; and provides information and assistance to the public regarding Police Department policies and procedures. DUTIES While the duties of this position are primarily secretarial in nature, technical tasks are often performed in response to fluctuating Departmental needs. Additionally, a continuing evaluation of ways in which the Executive Secretary can relieve the Chief of Police of detail work is a primary part of the job. Provides administrative support to the Chief of Police; assists with special projects as assigned; and compiles information for sensitive reports and evaluations. Screens office and telephone callers and responds to the public regarding complaints and requests for information about regulations, procedures, systems, and precedents relating to the Police Department. Responds to inquiries from City staff regarding Departmental programs, procedures, activities, and other matters which require an in-depth knowledge of the Police Department. Provides direct secretarial support to the Chief of Police and other staff members as required; independently composes correspondence related to responsibilities assigned; reviews and routes incoming correspondence in accordance with standard procedures; and may take shorthand or transcribe dictation on a regular basis. Types and proofreads a wide variety of reports, letters, memos, and statistical charts; prepares correspondence from rough draft or a transcription machine; and prepares minutes of meetings. Handles routine administrative tasks associated with Departmental .programs; establishes and/or maint_~ins appropriate Police Department records and files; compiles and completes data for comprehensive administrative and public reports and other documents; and coordinates and prioritizes work flow. Establishes and implements Police Department office practices, forms, and procedures; manages office support functions; prioritizes and coordinates work assignments; and reviews work for accuracy. Maintains calendars of Police Department activities, meetings, and various events; and coordinates activities with other City departments, the public, and outside agencies. Operates a variety of office equipment including a computer; inputs and retrieves data; and organizes and maintains disc storage and filing. Coordinates travel arrangements for Police Department staff as needed. · Performs related duties as assigned. QUALIFICATIONS Knowledge of' English usage, syntax, spelling, and punctuation. Office procedures, methods, and computer equipment. Business letter-writing and report preparation. Basic accounting principles and practices. Ability to: Perform responsible and complex secretarial work involving the use of independent judgment and personal initiative. Understand the organization and operation of the City, Police Department, and outside agencies as necessary to assume assigned responsibilities. Interpret and apply administrative and Departmental policies and procedures. Communicate clearly and concisely, both orally and in writing. Establish and maintain cooperative working relationships with other departments, City officials, and outside agencies. Independently prepare correspondence and memoranda. Transcribe dictation at a speed necessary for successful job performance. Type at a speed necessary for successful job performance. Work independently in the absence of supervision. Operate and use modern office equipment including a computer. EXPERIENCE AND TRAINING GUIDELINES Education and/or experience equivalent to graduation from high school, supplemented by course work in office procedures, typing, filing, and records management, plus four years of increasingly responsible experience in secretarial work.