Job Title: Secretary to Police Department Wage/Hour Status: Nonexempt
Reports To: Chief of Police Pay Grade:  
Dept./School: MISD Police Date Revised: 3-1-06
 
Primary Purpose:
  Ensure efficient operation of the police administrative office and provide clerical services for police chief and department.
Qualifications:
  Education/Certification:
  High school diploma or GED
  Special Knowledge/Skills:
  Proficient typing, word processing, and file maintenance skills
Effective organizational, communication, and interpersonal skills
Ability to use personal computer and software to develop spreadsheets, databases, and do word processing
Knowledge of basic accounting principles
  Experience:
  One to three years secretarial experience, preferably in public education environment
Major Responsibilities and Duties:
  Records, Reports, and Correspondence
  1. Prepare written correspondence, forms, schedules, or reports using personal computer or typewriter.
2. Prepare materials, meeting agendas, and communication as requested, using typewriter or personal computer.
3. Monitor and process personnel time records including leave requests and reports. Compile information and submit to central office according to established deadlines.
4. Maintain calendar of events.
  Reception and Phones
  5. Schedule meetings and appointments and maintain calendar.
6. Receive incoming calls, take reliable messages, and route to appropriate staff.
Files
7. Maintain physical and computerized files including mailing lists, visitor logs, and office communication.
8. Update handbooks, policy manuals, and other documents as assigned.

Accounting and Inventory
9. Perform routine bookkeeping tasks including simple arithmetic operations to maintain budget records.
10. Prepare and process purchase orders.
11. Receive, store, and issue supplies and equipment.
12. Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity checkbook(s) and ledger(s).
13. Assist with coordination of faculty meetings.
14. Assist with budget preparation.
15. Maintain inventory of fixed assets, equipment, and supplies.
  Other:
  16. Sort, distribute, or deliver mail and other documents.
17. Maintain confidentiality.
Supervisory Responsibilities:
  None
Equipment Used:
  Personal computer, typewriter, printer, copier, fax machine, and calculator.
Working Condidtions:
  Mental Demands/Physical Demands/Environmental Factors:
  Maintain emotional control under stress; work with frequent interruptions.