Secretary II – Internal Affairs Division
GRADE: 10
SALARY: $35,464 – $48,802
POSITION TITLE: SECRETARY II
DEPARTMENT: INTERNAL AFFAIRS
REPORTS TO: INTERNAL AFFAIRS COMMANDER
Position Summary
This position performs a wide variety of administrative and secretarial duties for the Commander of the Internal Affairs Division. Maintains departmental files, retrieves information in response to inquiries and assists in the day-to-day operations, and facilitates in the flow of information to and from the Division.
FUNCTIONS OF THE JOB
Essential Functions
- Compose special confidential reports as requested by the Commander, IAD and the Deputy Commander.
- Proofread letters, memos and forms for errors, make copies and distribute to the proper personnel.
- Maintain all confidential Department files and reports, retrieve information for the Commander and the Sergeants assigned in and out of the Division.
- Research confidential information to respond to letters and requests received and draft correspondence for IAD Commander and Deputy Commander.
- Coordinate with Area Majors and Division Commanders on pending investigations that are due.
- Coordinate activities including, but not limited to, confirming appointments and meetings, coordinating travel arrangements etc. for the Division.
- Receive and type departmental reports on computer for Commander or other department personnel.
- Make copies and fax information as requested.
- Answer and screen telephone and walk-in inquiries and direct persons to appropriate personnel, unit or agency, distribute mail.Â
- Record and maintain minutes for weekly meetings at the Division.
- Maintain various inventory records and perform data processing tasks on the computer.
- Maintain and requisition supplies and inventories for the Division as needed.
- Perform other similar or related duties as assigned.
- Regular, punctual attendance is required.
QUALIFICATION REQUIREMENT
Knowledge:
- A high school diploma or General Educational Development (G.E.D.) certificate.
Experience:
- 3 years of administrative and secretarial experience, plus a year of experience dealing with highly confidential matters.
Skills and Abilities:
- Carry out instructions furnished in written or oral form.
- Customer service skills that build rapport with the public.
- Communicate effectively and professionally with both written and oral formats.
- Exercise extreme discretion regarding confidential information.
- Communicate with both the public and all levels of employees.
Working Environment:
- Normal office environment with attending outside functions when required.
Machines, Tools, Equipment and Work Aids:
- Personal Computer
- Telephone
- Cell Phone
- Copier/Fax Machine
PHYSICAL/VISUAL ACTIVITIES OR DEMANDS
While performing the duties of this job, the employee is regularly required to sit, reach, grasp, talk, and hear.
This position requires clarity of vision at 20 inches or less and the ability to bring objects into sharp focus, while reading from a computer screen.
The job has light physical demand (primarily sedentary) requiring the employee to exert negligible force frequently to lift, carry, push, pull or otherwise move objects in the normal course of routine office activities.
The St. Louis Metropolitan Police Department is an Equal Opportunity Employer.
The job description does not necessarily contain all of the actual or essential duties of this position. All job offers are contingent upon passing a medical evaluation/drug screen and criminal background check.
Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.
“Commonly associated” is not intended to mean always or only. There are different experiences that suggest other ways or circumstances where reasonable changes or accommodations are appropriate.
