Administrative Specialist III - DPD Office of the Chief of Police (Dallas Police)

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Job Summary

The Administrative Specialist III - DPD Office of the Chief of Police provides extensive
administrative support to the executive assistant, executives, and department heads.
Performs research, report writing, coordination of tasks and schedules, making various
executive arrangements as executive assistant back up, and assisting other administrative
projects to ensure effective division operations. Works under minimal supervision with
extensive latitude for the use of initiative and independent judgment.

Job Description
 

Overview

The Administrative Specialist III - DPD Office of the Chief of Police provides extensive

administrative support to the executive assistant, executives, and department heads.

Performs research, report writing, coordination of tasks and schedules, making various

executive arrangements as executive assistant back up, and assisting other administrative

projects to ensure effective division operations. Works under minimal supervision with

extensive latitude for the use of initiative and independent judgment.

Essential Functions

1 Provides professional support and assistance for executive staff; organizes and schedules meetings, maintains calendar, prepares important documents, coordinates time, handle travel arrangements, expense reports and deadline logistics, answers phones, and provides exceptional administrative support.

2 Performs secretarial and clerical duties to support a manager or group of managers; answers telephone, takes messages, and schedules appointments.

3 Provides interpretation of processes, procedures, and policies; directs staff and answers questions regarding rules, regulations, or policies.

4 Conducts research on assigned subjects, secures materials for use in preparation of reports, composes correspondence and speeches, writes reports, and obtains various documents upon request to assist management. 5 Participates in the creation of agenda items for specific departments; notifies staff of deadlines and ensures appropriate documents have been uploaded; ensures agenda briefing binders are ready for staff.

6 Serves as Executive Assistant back up.

7 Serves as point person for departmental requests for information, documentation procedures and interacts with administrative staff, outside agencies, vendors, corporate/division staff, as well as departments within the facility.

8 Provides experienced, independent decision making and judgment to identify sources of information, handling of telephone calls, discretion as to giving out information, disseminate citizen communication to corresponding departments/units for successful resolve.

9 Assist in the preparation and analyzation of detailed reports, project timelines, department wide records, memos, various other informational documents, and reports.

10 Handles departmental wide memorandums, ensure project files and excel logs are maintained, scan, save and disseminate paperwork to proper departments/units.

11 Gathers, compiles, conducts research as needed and applies information required for obtaining the Chief of Police signature on proper documentation.

12 Provides internal and external customer service through strong communication with stakeholders and collaboration for various types of departmental services, assigned projects and programs.

13 Assist with cross-training administrative staff in all records request processes and systems.

14 Provide administrative support to all division staff.

15 Performs any and all other work as needed or assigned.

Knowledge and Skills

1 Knowledge of correct grammar, spelling, and punctuation.

2 Knowledge of public administration.

3 Knowledge of the City's payroll, accounting, or purchasing procedures

4 Ability to use office machines including copier, fax machine.

5 Ability to coordinate meetings, travel, and detailed schedules.

6 Ability to write clear and accurate reports.

7 Ability to deal tactfully and courteously with the public and other city employees.

8 Ability to handle difficult and unusual situations.

9 Ability to analyze inf