Description:
As per Schedule “F” of the Civilian Working Agreement, “Job Share” definition means two members occupy one complement position, the duties of which they are both qualified to perform, so they equally share the responsibilities, remuneration and benefits of that position.
POSITION RESPONSIBILITIES:
The duties for this position may involve but are not limited to:
- Receive and disseminate letter file requests and follow up to ensure that files are completed and closed Respond to letter files from the public where appropriate.
- File, sort, scan and organize electronic and physical files.
- Word process, photocopy and disseminate memos, letters and reports.
- Sort and disseminate incoming mail and record responses.
- Maintain office supplies, official forms, property tags, evidence bags and equipment by taking inventory, ordering and receiving supplies and organizing and maintaining supply room; maintain service and supplies for office equipment (faxes, printers, etc.). Track and audit officerequipment such as portables.
- Schedule meetings, meeting rooms, and equipment for unit members. Maintain several calendars.
- Coordinate booking of all community rooms. Follow up with community group applications to ensure eligibility to use the room.
- Respond to internal and external inquiries and requests for information, take messages and direct calls.
- Gather and research information requested by Supervisor such as tracking District walk-ins, bail compliance and information for Board Reports.
- Take minutes at and perform administrative duties for meetings as required such as the District Community Liaison Committee.
- Maintain correspondence, information and confidential personnel files against retention schedule.
- Update and track deployment logs. Track statistical information as per supervisor request such as out service deployment, fleet details, community events, Senior Officer community involvement stats, and initiative in Watch Cases
- Prepare statistical reports as required. such as overdue performance evaluations, mandatory training, time bank balance reports., outstanding GOs, and Senior Officer community engagements.
- Track notebooks and input into inventory system. Audit notebooks semi-annually, and coordinate purge for archives as per retention schedule. Ensure movement of notebooks with members upon transfer. Scan notebooks for all FOI requests.
- Conduct queries on systems. Receive complaint area online reports and either close or create a
- General Occurrence and disseminate info to officers.
- Submit internal applications and forms on behalf of unit members.
- Track and process monthly credit card expenses for all major credit cards issued to Unit members. May also update and track District budgets.
- May coordinate, schedule and track Ride-Along participants with the platoon Staff Sergeants.
- May also conduct CPIC check and add GO report to the MRE.
- Monitor and administer Road Watch letter program.
- Maintain records for district locker occupancy and key control system.
- Planning and organizing for District events and functions when required.
MANDATORY QUALIFICATIONS:
- Successful completion of a two (2) year college diploma in Business Administration, Office Administration, or a related field.
- Minimum of 6 months of progressive office administration and clerical experience.