Nampa - Administrative Specialist

Job Announcement:

Administrative Specialist

 

Performs a range of confidential police office administrative and program support duties in an assigned area. Provides a variety of responsible office administrative and support functions for the police department, division(s), or unit. Performs a variety of tasks such as typing, answering phones, opening mail, sorting documents, filing, entering data, file management, creating forms, coordinating outreach, and processing financial records per direction of the Mayor’s Office and/or finance department. Under general supervision, receives assignments and is expected to carry them through to completion with substantial independence.

 

Key Job Accountabilities:

The duties of the Administrative Specialists on the Financial team include the following:

 

Budget:

 

• Assist in preparation of Annual budget
  • Prepare short- and long-term forecasting of employee pay/advancement
  • Compile information on previous years expenses and trends
  • Compile information related to department needs for staffing and capital
• Assist in management of annual budget
• Produce bi-weekly budget summaries/updates

 

Personnel:

 

• Prepare Personnel Orders for raises, promotions/demotions, assignments, and transfers
• Route paperwork appropriately for Personnel Orders
• Liaison with Human Resources in the on-boarding and off-boarding of employees
• Forwarding appropriate paperwork to HR on internal matters
• Liaison with Human Resources in Worker’s Compensation cases

 

Administrative:

 

• Transcribe meeting notes, interviews, and internal investigation recordings
• Scan documents related to the internal policing of the agency, Administration functions, hiring process, and other related matters
• Provide data as needed for administrative special projects
• Prepare documents/reports for the department, attorneys, or outside agencies
• Schedule meetings/appointments for Administration
• Answer and route administration phone calls and citizen complaints/requests
• Process mail, faxes and voice or electronic messages
  • Produce department documents and reports for distribution
  • Order supplies and materials.
  • Assist in timekeeping maintenance for the agency including timesheets, scheduling, and reports
  • Attend meetings, trainings, and work-related conferences in assigned areas (internal investigations, officer’s rights, documentation, financial reporting, payroll, etc.)

 

Background Checks & Hiring Support:

 

• Assist in maintaining the current filing and retention system for OPS related to backgrounds and hiring
• Distribution of background correspondence for new hire background investigations
• Scheduling of meetings/appointments for OPS Inspectors for background investigations
• TLO access for backgrounds

 

 

Accounts Payables:

 

• Process Accounts payables, invoices, receipts, and vendor documents
• Administer/audit employee uniform allowance

 

Accounts Receivables:

 

• Submission of reimbursement for Contracted Overtime
• Submission of Accounts Receivable
• Submission of Task Force Officer overtime reimbursement
• Cash receipting and approvals
• Deposits to City Hall

 

Grants Management:

 

• Grants management/auditing

 

• Grant application submission
• Grant reporting

 

 

Systems Maintenance/Administration:

 

• Serve as an Administrator for Lexipol Policy and Procedure manual
• Serve as an Administrator for the Blue Team software program
• Serve as an Administrator for the IAPro RMS
• Serve as a compliance officer for data stored in Lexipol
• Serve as a compliance officer for data stored in Blue Team
• Serve as a compliance officer for data stored in IAPro
• Data entry to Lexipol, Blue Team, and IAPro systems

 

Special Investigations support:

 

• Maintenance of Equitable Share account and checkbook
• Maintenance of State Seizure Fund account and checkbook
• Balance accounts monthly
• Receive funds for deposit and complete bank deposits

 

Purchasing Cards:

 

• Monthly reconciliation of department issued p-cards

 

Other Duties:

 

• May assist in other administrative duties not currently assigned
• May assist in maintenance of all social media sites and data entry into these sites
• May assist with the production of department Annual Report Knowledge, Skills and Abilities Required
• Knowledge of computer applications involving word processing, including various Microsoft Office applications and Power Point
• Knowledge of business English, public relations in-person and over-the-telephone, and office administrative practices and procedures, including letter writing and record keeping principles and practices
• Ability to organize own work, set priorities and meet critical deadlines, deal with many priorities that change frequently, and work under very little supervision
• Ability to read and understand rules, policies and procedures; understand and follow verbal and/or written instructions; use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions; and prepare and present accurate and reliable reports containing findings and recommendations
• Ability to establish and maintain effective working relationships with the Chief, Captain and other employees, and the general public
• Ability to provide excellent customer service with all aspects of the general public as well as with other City employees, communicate effectively with others, both verbally and in writing, using both technical and non-technical language, and deal with a wide range of persons, including situations in which individuals may be upset
• Ability to use tact, discretion, initiative, and independent judgment within established guidelines
• Ability to perform technical, specialized, complex, difficult or basic technical office support work including the ability to take minutes at meetings and transcribe them accurately and in a timely manner; compose correspondence independently or from brief instructions; compile and summarize information and prepare periodic or special reports; analyze and resolve varied office administrative problems; and organize, maintain and research files
• Ability to operate or quickly learn to operate a personal computer using standard or customized software applications appropriate to assigned tasks and the ability and willingness to quickly learn and use new skills and knowledge brought about by rapidly changing information and/or technology
• Computer training in Microsoft Word, Excel, Power Point and Outlook
• Strong oral and written communication skills

 

Key Behavioral Competencies:

 

• Accountability - Ability to accept responsibility and account for his/her actions.
• Adaptability - Ability to adapt to change in the workplace.
• Commitment to Safety - Understands, encourages and carries out the principles of integrated safety management; complies with or oversees the compliance with safety policies and procedures; completes all required training; takes personal responsibility for safety.
• Customer Oriented - Ability to take care of the customers’ needs while following company procedures.
• Honesty / Integrity - Ability to be truthful and be credible in the workplace.
• Initiative - Ability to make decisions or take actions to solve a problem or reach a goal.
• Organized - Possessing the trait of being organized or following a systematic method of performing a task.
• Project Management - Ability to organize and direct a project to completion.
• Reliability - The trait of being dependable and trustworthy.
• Time Management - Ability to effectively utilize available time for the completion of necessary job tasks.

 

 Education, Experience Level, Certification Requirements:

 

• High school diploma or GED required
• Associate or bachelor’s degree (four-year college or technical school) Preferred, Field of Study: Business Administration or Political Science
• 3 or more years of experience in administrative support, accounting, or customer service required, preferably in a public agency

 

 Specific Disqualifiers/Behaviors:

 

• Felony, Criminal Activity Disqualifiers:
• No marijuana uses in the last three (3) years or illicit drugs use in the last five years (5).
• No felony or serious misdemeanor convictions since the age of 18
• No under the age of 18 adult criminal waivers
• No undetected felony or serious misdemeanors committed by applicant since the age of 18
• No minor misdemeanor convictions in the last 5 years or extensive minor misdemeanor history
• Able to meet all IDAPA rules concerning character, drug use, traffic violations, and criminal violations.
• You can find these rules and disqualifiers at http://www.post.idaho.gov/

 

Special Conditions:

 

The City of Nampa has a Drug/Alcohol Free Workplace Policy. Any offer of employment is contingent upon passing a pre-employment drug test and background check.

 

The City of Nampa is an equal employment opportunity employer.  All applicants will be considered for employment without regard to race any other characteristic protected by federal, state or local laws.

 

 

Please direct questions regarding this position to danielsb@cityofnampa.us