Town of Falmouth Administrative Assistant - Police in Falmouth, Massachusetts
Job Responsibilities Serves as administrative support to the Police Chief & also, serves as a liaison between Chief & general public; supervises office operations; develops, recommends & implements new office systems to improve the efficiency of the office; Oversees & processes office bookkeeping operations including payment of invoices, payroll, monitoring expenditures of Town funds & grants. Prepares correspondence, memos, forms & reports; maintains files, screens calls & mail providing information & assistance on matters not requiring personal attention of the Chief; schedules appointments & meetings. Distributes notices, prepares agenda, takes minutes & performs follow-up activities for meetings. Assists with compiling information for annual budget preparation. Processes payroll, pay changes, benefits & leave information, in accordance with multiple & complex collective bargaining agreements; Assists with salary projection calculations for annual budget planning & collective bargaining. Completes multiple surveys including for the Department of Training & Dept. of Justice Monitors expenditures of Town funds & grants; Coordinates communication with Town Accountant?s Department for all Police Department accounts & grants, reconciles various accounts & payments; maintains complex files; prepares regular expenditure reports. Manages file systems to include personnel records, attendance reporting, intra-departmental investigation logs, internal affairs, grievance logs, line of duty records & logs, Workers? Compensation, employee contractual benefits, clothing allowance. Compiles data for the annual department budget & various reports including the annual town report; manages file systems to include personnel records, attendance reporting, grievance logs, line of duty log clothing allowance & other contractual benefits. Performs duties necessary to process all line of duty packets for injured police officers & follows through with Personnel Office & Retirement Board with regard to policies & procedures under M.G.L. Chapter 41 Section 111F. Ensures forms relative to workers? compensation & injured on duty claims are completed accurately & forwarded to Personnel Department. Under direction of chief, may assist with coordination/arrangement of community programs such as Memorial Day service & other events; Coordinates all department awards &, recognition ceremonies. Under the direction of the Police Chief, assists with the preparation of Town-wide applications for state & federally funded programs. Interacts with state county & federal agencies regarding grant availability, application process & grant application status. Tracks grant expenditures, & end-of-year grant reports; processes journal transfers. Performs purchasing functions for department equipment & supplies; contacts appropriate vendors & tracks purchases; maintains vendor files & correspondence; processes invoices within account guidelines; maintains inventory supplies. Maintains & submits annual departmental inventory & disposal reports to Finance Department. Performs other similar or related work as assigned, required, or as situation dictates Recommended Minimum Qualifications Education & Experience - High school diploma supplemented by additional courses in office management & procedures, accounting, or related field & 4+ years related experience, office management experience preferred, Associates Degree in related field highly desirable; or an equivalent combination of education & experience Special Requirements: Ability to satisfactory annually pass criminal background investigation. Obtain Notary Public Certificate Ability to keep Highly Sensitive Information Confidential Preference Date: April 13, 2021 See additional information when applying.