Job Announcement
Job Description
City of Myrtle Beach, South Carolina
JOB DESCRIPTION
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.
Administrative Specialist - Police
JOB SUMMARY
The purpose of this position is to perform highly responsible administrative work associated with providing administrative support at the Police Department.
ESSENTIAL JOB FUNCTIONS
- Provides administrative support to Police Department. Relieves police leadership staff of routine administrative tasks; screens calls, mail, and e-mail messages and initiates appropriate action/response; composes, types, edits, or proofreads correspondence on behalf of police leaders; manages departmental budget for all police department cost centers; maintains expenditures on a monthly basis for the departmental budget; keeps leadership informed of significant matters, messages, documentation, or other information; conducts special projects as needed; maintains confidentiality of departmental documentation and issues.
- Coordinates and assists with processing of a variety of documentation associated with department operations within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; maintains computerized and/or hardcopy records.
- Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for police leaders or other staff. Processes reimbursements for travel arrangements based on location, collects proper signatures, and distributes checks to employees.
- Prepares and submits check requests for city credit card expenses. Reconciles credit card expenses electronically through the banking portal, uploads receipts, and issues charge codes, then forwards them to the Finance Department for further processing.
- Monitors inventory of department/division supplies and forms; ensures availability of adequate materials to conduct police activities; initiates requests/orders for new or replacement supplies; obtains/issues purchase orders; enters purchase order data into computer. Distinguishes between invoices the city pays and those owed by third party administrators. Prepares check requests and submits paperwork to third party for payment. Reconcile reports and research any discrepancies. Prepares check requests for monthly expenses.
- Evaluates and processes court orders for all civil forfeitures throughout the process. Tracks and monitors all seized and forfeited funding according to federal, stated, and city guidelines and requirements. Maintains all records and reports within the computerized federal treasury system. Tracks and monitors all seized property and forfeiture funding according to government and city guidelines and requirements.
- Processes payroll documentation; generates and distributes timesheets; reviews completed timesheets or timecards for accuracy and completeness; calculates hours work, verifies calculations; and researches discrepancies; maintains employee cycle threshold hour requirements every 28 days for 160-hour employees and every 80 hours for 14-day-cycle employees; researches hours overages and notifies chain f command; enters payroll data into computer; forwards payroll documents for payment; maintains records of attendance, overtime, or leave time.
- Serves as liaison to human resources for the department by assisting with and processing all medical, FMLA, military and loss reports for department employees.
- Tracks and reconciles all task force activities and officers’ time records in relation to task force activities. Submits electronic reimbursement invoices directly to the Department of Treasury using their direct login; submits quarterly reimbursement requests.
- Prepares and monitors personnel data and reports for police department grants. Acts as point of contact for all police department grant activities and prepares reports as grant activities warrant.
- Types, composes, transcribes, prepares, or completes various forms, reports, correspondence, lists, charts, purchase requisitions, purchase orders, statistical reports, meeting notices and other documents.
- Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, bookkeeping, case management, presentation, desktop publishing, calendar, Internet, e-mail, or other programs. Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.
- Provide police department staff with knowledge of standard operating procedures through day-to-day interactions. Takes initiative to share information and ensure it is understood.
ADDITIONAL FUNCTIONS
- Maintains employee personnel files (physically & electronically) to include scheduling outside agencies for in-office appointments; creates new hire personnel files and approvals using NeoGov.
- Prepares electronic copies of personnel files for redaction in response to FOIA requests.
- Maintains retiree communications for notifications of qualification dates, and important ‘need-to-know’ events and sends invitations.
- Processes personnel transaction forms for shift transfers, direct manager changes, promotions, demotions, and other related employee movements to ensure proper budget funding is used and proper placement in the Infor system used citywide.
- Update and maintain a monthly shift roster of personnel.
- Maintains summer support per diems and lodging arrangements for outside agency personnel; maintains relationships with local hotel general managers.
- Processes and maintains employee progress reports and Introductory Evaluations; sends notifications monthly on due dates and those past due; scans completed evaluations into shared files and sends electronically to Human Resources for further processing.
- Assists with coordinating police-sponsored luncheons, retirements, special events, and training ceremonies.
- Performs other related duties as required, requested, or assigned.
Minimum Qualifications
Education and Experience:
High school diploma or GED; supplemented by college level coursework in business administration, bookkeeping, office technology, or computer science; supplemented by five (5) years of experience in office administration and clerical work.
Licenses or Certifications:
Must complete and maintain an NCIC certification.
May be required to obtain/maintain Notary Public designation.
Special Requirements:
None.
Knowledge, Skills and Abilities:
- Knowledge of filing systems.
- Knowledge of database maintenance.
- Knowledge of police record keeping requirements.
- Knowledge of customer service principles.
- Knowledge of applicable laws, regulations, policies and procedures.
- Skill in filing.
- Skill in gathering information before taking action.
- Skill in organizing.
- Skill in communicating, both verbally and in writing.
- Skill in using resources effectively and efficiently.
- Skill in performing addition, subtraction, multiplication, and division; calculating decimals, percentages, and fractions; and interpreting graphs.
- Ability to maintain confidentiality.
- Ability to be a settling influence during a crisis.
- Ability to build rapport.
- Ability to listen.
- Ability to review, classify, categorize, prioritize, and/or analyze data.
- Ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
- Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
- Ability to utilize a wide variety of reference and descriptive data and information.
- Ability to carry out instructions furnished in written, oral, or diagrammatic form.
- Ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.
PHYSICAL DEMANDS
The work is sedentary work. The employee is occasionally required to exert up to 10 pounds of force to move objects. Additionally requires: hearing voices, lifting, manual dexterity, mental acuity, repetitive motion, expressing ideas by the spoken word, and visual acuity in data/color/observations. Tasks may require the ability to: sit for extended periods of time at a keyboard or workstation.
WORK ENVIRONMENT
Work is performed indoors where essential functions are regularly performed without exposure to adverse environmental conditions. Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.
The City of Myrtle Beach has the right to revise this job description at any time. This
description does not represent in any way a contract of employment.
Supplemental Information
City of Myrtle Beach Benefits
No Cost Health, Dental & Vision Insurance for Fulltime Employees
401K & 457 Plans Available
State Retirement
Employee Wellness Clinic
Flex Spending Account
Employee Assistance
And much more
Equal Opportunity Employer
The City of Myrtle Beach commits to a policy of equal employment opportunity for applicants and employees, complying with local, state and federal laws. The City’s policy is to employ qualified persons without discrimination on the basis of any protected characteristic, including race, color, religion, national origin, citizenship, sex, political affiliation, veteran’s status, age, genetic information, sexual orientation, gender identity, to include transgender status, disability or status in any other group protected by federal/state/local law.
Report job
