Administrative Assistant - Police Department

• Receives, opens, reviews, screens and distributes incoming mail for the department
• Directly assists and acts in a confidential capacity to the Police Chief
• Updates personnel records and assists the Police Chief in the review and preparation of confidential documents, including maintaining grievance files, preparing responses to Union grievances and collective bargaining proposals with the respective Unions
• Prepares correspondence and reports, ensuring clarity, accuracy, and adherence to departmental standards and deadlines
• Answers incoming telephone calls directing inquires to appropriate staff and providing routine information as needed
• Handles sensitive confidential information including reports, memos, files and general correspondence
• Assists in the preparation of various reports as requested, including grant applications, expenditure reports, Civil Service reports, and surveys
• Ensures that all necessary forms for new personnel are completed and forwarded to the Human Resources office for review
• Maintains records in MUNIS for Injured on Leave, regular and military leaves including medical expenses, processes Department invoices, and corresponds with vendors as needed to resolve payment issues, order supplies, or request services
• Prepares requisitions for purchase orders in accordance with Massachusetts General Laws and established procurement procedures
• Assists in maintaining department website and social media platforms
• Performs intelligence analyst functions for members of the PD
• May be asked to assist with FOIA and records requests and assist in gathering information in aspects of Department Accreditation
• Creates spreadsheets to monitor Department expenditures and assists in preparation of annual budget
• Maintains and updates programs and files
• Performs payroll functions, accounts payable and accounts receivable
• Reviews payroll prior to data entry, reconciles balances to data entered, examines information for errors, verifies total and viability of accounts
• Inputs and audits external details
• Verifying rates and accuracy in IMC
• Generates and distributes reports for reconciliation
• Creates turnovers to submit collections to the Treasurer's office

Bachelor's degree in business or administrative services required and three up to five years of payroll experience or any equivalent combination of education and experience

Benefits eligible