GENERAL DESCRIPTION OF POSITION

Performs a wide variety of responsible and complex administrative support work for the Rogers Police Department requiring considerable judgment in interpreting and applying laws, policies and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES

-Processes and tracks departmental invoices for approval and payment. Reconciles department budget with City budget reports. This duty is performed as needed, about 30% of the time.

- Develops and coordinates grant funded programs. Reviews literature dealing with funds available through grants to determine feasibility of developing programs to supplement local annual budget allocations. Prepares narrative justification for purchase of new equipment and other budgetary expenditures. Writes grant application, according to format required, and submits application to funding agency. Directs and coordinates evaluation and monitoring of grant funded programs, or writes specifications for evaluation or monitoring of program by outside agency. Assists department personnel in writing periodic reports to comply with grant requirements. Maintains master files on grants and monitors paperwork connected with grant funded programs. Works with Finance staff to track fund disbursement and develop financial reports. This duty is performed as needed, about 10% of the time.

-Coordinates a variety of office activities including in-person and phone inquiries, dispensing proper forms with accurate instructions, receiving faxed information, etc. often performing several activities simultaneously. This duty is performed daily, about 10% of the time.

 -Handles a wide variety of work on a regular basis containing highly confidential information. This duty is performed as needed, about 2% of the time.

-Creates letters, memos, and other correspondence with minimal direction from copy, outlines, rough drafts, verbal or recorded dictation making changes in grammar, punctuation, spelling, or sentence structure as needed; drafts responses and inquiries for routine correspondence independently. This duty is performed as needed, about 2% of the time.

-Screens telephone and personal callers, determining those which can be handled by other personnel, and provides information to callers, including Council members and key external contacts, which requires a comprehensive knowledge of City policies, procedures, and operations. This duty is performed daily, about 5% of the time.

-Operates a personal computer to prepare correspondence, reports, forms, etc. utilizing applicable software. This duty is performed daily, about 2% of the time.

-Establishes, maintains, and when necessary, revises files including determining appropriate organizational methods. This duty is performed as needed, about 5% of the time.

-Prepares a variety of moderately complex, special and/or recurring reports with minimal or no direction. This duty is performed as needed, about 2% of the time.

-Maintains calendars for appropriate staff members including arranging meetings, conferences, and appointments without clearance and making travel arrangements as necessary. This duty is performed as needed, about 5% of the time.

-Performs routine office management functions including handling administrative details requiring initiative and judgment to make decisions in the absence of established guidelines or specific direction. This duty is performed as needed, about 5% of the time.

-Assists in compiling, calculating, monitoring, and maintaining department budgets, expenditures, and other financial records including completing assigned paperwork. This duty is performed as needed, about 10% of the time.

-Ensures the preparation and processing of a variety of paperwork such as purchase order requests, requisitions, and invoices for payment. This duty is performed as needed, about 10% of the time.

-Performs general office tasks such as copying, faxing, etc. This duty is performed as needed, about 2% of the time.

-Perform any other related duties as required or assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

High school or GED, plus specialized schooling and/or on the job education in a specific skill area; e.g. data processing, clerical/administrative, equipment operation, etc, plus 0 to 6 months related experience and/or training, or equivalent combination of education and experience.

COMMUNICATION SKILLS

Ability to read and understand documents such as policy manuals, safety rules, operating and maintenance instructions, and procedure manuals; Ability to write routine reports and correspondence. Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization. Ability to read, analyze, and understand general business/company related articles and professional journals; Ability to speak effectively before groups of customers or employees.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.

CRITICAL THINKING SKILLS

Ability to solve practical problems and deal with a variety of known variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or diagram formats.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

Ability to obtain and maintain state certification as an ACIC terminal operator as required by departmental assignment. Ability to obtain and maintain Notary certification with the state of Arkansas as required by department assignment. Depending on assignment, incumbent must possess a valid Motor Vehicle Operator's License in order to operate a vehicle for the purpose of completing job duties.

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS

Prior experience in administering federal, state, and local grants.

SOFTWARE SKILLS REQUIRED

Basic: Alphanumeric Data Entry, Spreadsheet, Word Processing/Typing

INITIATIVE AND INGENUITY

SUPERVISION RECEIVED

Under general supervision where standard practice enables the employee to proceed alone on routine work, referring all questionable cases to supervisor.

PLANNING

Limited responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work operations.

DECISION MAKING

Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance; the latter of which would affect the work operations of other employees and/or clientele to a moderate degree.

MENTAL DEMAND

Moderate mental demand. Operations requiring almost continuous attention, but work is sufficiently repetitive that a habit cycle is formed; operations requiring intermittent directed thinking to determine or select materials, equipment or operations where variable sequences may be selected by the employee.

ANALYTICAL ABILITY / PROBLEM SOLVING

Directed. Supervisory and/or professional skills using structured practices or policies and directed as to execution and review. Interpolation of learned things in moderately varied situations where reasoning and decision-making are essential.

RESPONSIBILITY FOR WORK OF OTHERS

Responsibility for work of others: Not indicated.

RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT

Occasionally responsible for organization's property where carelessness, error, or misappropriation would result in moderate damage or moderate monetary loss to the organization. The total value for the above would range from $5,000 to $150,000.

ACCURACY

Probable errors of internal and external scope would have a moderate effect on the operational efficiency of the organizational component concerned. Errors might possibly go undetected for a considerable period of time, thereby creating an inaccurate picture of an existing situation. Could cause further errors, losses, or embarrassment to the organization. The possibility for error is always present due to requirements of the job.

ACCOUNTABILITY

FREEDOM TO ACT

Generally controlled. General processes covered by established policies and standards with supervisory oversight.

ANNUAL MONETARY IMPACT

The amount of annual dollars generated based on the job's essential duties / responsibilities. Examples would include direct dollar generation, departmental budget, proper handling of organization funds, expense control, savings from new techniques or reduction in manpower.

Very small. Job creates a monetary impact for the organization up to an annual level of $100,000.

IMPACT ON END RESULTS

Modest impact. Job has some impact on the organizations end results, but still from an indirect level. Provides assistance and support services that facilitates decision making by others.

PUBLIC CONTACT

Regular contacts with patrons, either within the office or in the field. May also involve occasional self-initiated contacts to patrons. Lack of tact and judgment may result in a limited type of problem for the organization.

EMPLOYEE CONTACT

Contacts with other departments or offices and also frequently with individuals in middle level positions; consulting on problems which necessitate judgment and tact in presentation to obtain cooperation or approval of action to be taken. Also, important contacts with associates as required in advanced supervisory jobs.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS

Occasional use of highly complex machines and equipment; specialized or advanced software programs.

WORKING CONDITIONS

Periodically exposed to such elements as noise, intermittent standing, walking, occasionally pushing, carrying, or lifting; but none are present to the extent of being disagreeable.

ENVIRONMENTAL CONDITIONS

The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the functions of this job, the employee is occasionally exposed to fumes or airborne particles.The noise level in the work environment is usually moderate.

PHYSICAL ACTIVITIES

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

Semi-repetitive, low physical. Semi-repetitive type work which requires periods of concentration for varied time cycles as prescribed by the tasks.

While performing the functions of this job, the employee is regularly required to sit, talk or hear; frequently required to use hands to finger, handle, or feel; and occasionally required to stand, walk, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds; frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision; distance vision; color vision; peripheral vision; depth perception; and ability to adjust focus. 

ADDITIONAL INFORMATION

Knowledge

Modern office practices and procedures; accurate grammar, spelling, punctuation and standard English usage; business correspondence formats; record keeping and filing system methods; basic math as necessary for various statistical reports.

Abilities

Read, interpret, explain and apply a variety of information, often of a complex nature, including applicable laws, department procedures, records, reports, etc.; utilize sound judgment; maintain a high degree of confidentiality; handle a large volume of public contact including diffusing potentially negative situations; accurately prepare and maintain records and reports requiring attention to detail; type accurately; utilize appropriate computer software applications; follow oral and written instructions; communicate effectively both verbally and in writing; perform effectively as a member of a team in carrying out the City's stated mission and philosophy; deal effectively and courteously with a diverse group of associates and the general public; present an overall professional image; perform the essential functions of the job without posing a direct threat to the health and safety of others.

Experience, Education, and Training

Requires a high school diploma or a GED certificate. 

Physical Requirements

Performs bending, sorting, and reaching to both ground level and overhead; pushes and pulls up to 25 pounds; holds and grips objects; operates a computer keyboard. Assignment to Property requires incumbent to lift, carry, push or pull up to 50 pounds and be able to climb, squat and kneel as necessary for property storage and retrieval.

Working Environment

Primarily indoors with heating and cooling regulated in an office environment; possible exposure to disease or potentially violent situations. Assignment to Property includes possible exposure to extreme weather conditions, fumes, and odors when disposing of property. 

Licensing/Certification

Ability to obtain and maintain state certification as an ACIC terminal operator as required by departmental assignment. Ability to obtain and maintain Notary certification with the state of Arkansas as required by department assignment. Depending on assignment, incumbent must possess a valid Motor Vehicle Operator's License in order to operate a vehicle for the purpose of completing job duties.

Miscellaneous Requirements

Must be able to successfully complete a security background investigation; must be able to work any assigned shift with varying days off.