Administrative Secretary - City of Carbondale, IL : Job Details

Salary: $20.80 - $22.00 HourlyLocation : Police Department, ILJob Type: Full-TimeJob Number: 202400012Department: Police ProtectionDivision: Police ProtectionOpening Date: 09/18/2024Closing Date: 11/27/2024 4:00 PM CentralDescriptionCITY OF CARBONDALE, ILLINOISJOB DESCRIPTION TITLE: Administrative Secretary - PoliceDEPT./DIV.: Police Department/InvestigationsNature of Work: This is a regular, full time position in the Police Department providing secretarial and clerical support to the police department, primarily the administrative staff and investigations section personnel. The work is of an advanced clerical nature involving moderately complex work methods and problems, and requires skilled typing and word processing skills. The work includes a wide variety of secretarial and clerical tasks which require the application of independent judgement and clerical skills. The Secretary is supervised and evaluated by the Investigations Commander. Essential Duties:

Receive and direct calls or make appropriate referrals for assistance to the Investigations Commander and Investigations Division staff. Answer routine questions and assist persons seeking information from the Investigations Commander and Investigations Section personnel. Comprehend and follow oral and written communications. Interact in person and by telephone with the public and agency representatives providing information or appropriate referrals. The work entails effective reading, writing and comprehension skills and use of reference materials.

Provide support to the overall department by providing a wide variety of secretarial and clerical tasks and other supportive functions necessary for the day to day operations of the department. In support of the Investigations Division, this work includes transcription from both written and audio recorded information and maintaining computerized files in the Records Management System to include detective case assignments, street crime/drug unit activities, and organization of major case files. Establish and maintain filing systems using good organizational skills and accuracy.

Provide support to the department to maintain supplies and materials for the department members to carry out their job functions. Maintain the yearly supply budget.

Provide assistance and support for the animal control unit by tracking animal registration, licensing and fees in accordance with the City's code.

Provide clerical support to the Investigations staff required for preparation of major case investigations to be presented to prosecuting attorneys. This work entails effective reading, writing, organizational and comprehension skills.

Track non-lethal use of force information and prepare annual statistics for Administration.

Maintain in depth confidential files and statistics for the Drug Unit. Prepare case information for prosecuting attorneys, Drug Enforcement Administration (DEA), and other agencies as needed.

Maintain a LEADS license to provide Secretary of State and criminal history information to Investigations personnel and Community Service personnel during the course of investigations.

Travel to the Pawn Shops located in the City weekly. Distribute the information to other agencies. Enter information into online database and provide information to Investigators that relate to ongoing investigations.

Provide support to the Community Service Offices as needed.

Maintain the Crimestopper's hotline by taking calls, distributing information to the necessary department and logging information for future reward payment.

Register Sex Offenders, forwarding appropriate records to the Illinois State Police, maintaining documentation, and ensuring entry of registration information into LEADS either by direct entries or with the assistance of the Telecommunications Center.

Provide support to Crime Scene/Evidence personnel by entering destruction orders into the BEAST evidence system.

Assist in the Telecommunications room by answering non-emergency and 911 calls when there is an emergency situation or personnel shortage.

Proficient in the use of personal computers and software including MS Word, Excel, Publisher and Outlook. Ability to easily learn other necessary software.

Effectively and efficiently use personal computers, telephone, facsimile machines, copy machines, DVD duplicator software, and other appropriate office equipment.

Maintain a high level of strict confidentiality in regard to all information received, prepared or delivered by or to the Police Department regarding official duties.

Use tact and good judgement and utilize interpersonal skills with co-workers and the public; coordinated and cooperate with other City staff in performing functions; work effectively both independently and as a team member.

Perform duties in accordance with general orders, special orders and rules and regulations of the Police Department as set out in the Carbondale Police Department's Policy Manual.

Drive City and personal vehicles safely in accordance with City and Police Department policy.

Other Duties: Perform related secretarial and clerical works as required to carry out the mission of the Investigations Division of the Carbondale Police Department.Work Environment: Work is usually performed in an office setting but may require the occasional operation of a vehicle during the course of the work day in a variety of weather conditions to perform certain job functions. Physical Demands: Work is essentially sedentary with occasional walking, bending, lifting of objects under 25 pounds, or minimal physical activities. Work requires the ability to sit for extended periods of time, to operate personal computers, and to perceive and/or discriminate colors, sounds, depth, and texture. Minimum Acceptable Qualifications: High school diploma or equivalent. Verifiable high-level administrative/secretarial experience. Must be proficient in the use of personal computers and MS Word, Excel, Publisher and Outlook software. Must be able to pass City's required typing and windows test. Must pass pre-employment drug screening and background check. Normal Work Hours: Monday thru Friday 8:00 AM to 5:00 PM Residence Boundary Requirement (Residency with the City's 9 mile boundary is required within six months of employment) Regular, Full-Time Position, overtime eligible Salary Grade 3 $20.80 - $22.00 Commensurate with Experience We offer a complete benefits package to full-time employees, including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, supplemental insurance, holidays, vacation, and sick leave.Part-time employees receive personal level on a pro-rated basis.To learn more details, visit our 01 Do you have a High School diploma or GED?

• Yes
• No

02 Do you have experience in relevant office work and/or record keeping?

• Yes
• No

03 Do you have three years of verifiable full-time secretary experience?

• Yes
• No

04 Which of the following describes your highest level of Microsoft office (Microsoft word, Excel, Powerpoint) proficiency?

• I do not have enough skills to meet the definition of Basic level below.
• Basic
• Intermediate
• Advanced

Required Question