Cheyenne Arapaho Tribal Police Department

---

JOB DESCRIPTION

TITLE:                       Administrative Assistant

DEPARTMENT:      Police

1)     ISSUE DATE:  June 20, 2008                    CLOSING DATE: Until filled

REPORTS TO:        Chief of Police

FLSA STATUS:       Non-Exempt

---

NATURE OF WORK

The Administrative Assistant (AA) is responsible for a wide variety of functions which require the utmost discretion, confidentiality, and professionalism.  The incumbent must also be proficient in doing highly detailed work involving record creation and management, accounting, and word processing.  This position requires an uncanny ability to work under pressure in highly stressful situations where other’s lives may depend on the incumbent’s ability to make correct decisions quickly.  The AA should be able to work with minimal supervision as they fulfill a multitude of duties in support of the Chief of Police. The AA must be familiar with Tribal Purchasing procedures.

GENERAL DUTIES

1)      Communications

A)    Assists in answering incoming phone calls and acts as receptionist for the Police Department.

(1)   Provides general information to citizens and visitors.

(a)    Provides information to superiors and other departments regarding the needs of citizens.

(b)   Screens calls, takes messages as required.

(c)    Authors and/or types memos, reports, policies, regulations, court documents, case files, and other projects as required.

(d)   Answers all emergency phone calls acting as a 911 dispatcher during normal business hours.

(a)    Dispatches police units as needed.

(b)   Dispatches Fire Department personnel as needed.

(c)    Requests ambulance services as required.

(d)   Contacts the Public Works Department or other Administrative offices as needed.

(e)    Contacts contract service providers such as towing services as requested.

(f)     Coordinates change of shift with officers on duty, active duty command, and contract entities providing dispatch service for the Police Department.

B)     Miscellaneous Duties

(1)   Equipment

(a)    Helps with computer file maintenance, hardware and software upgrades.

(b)   Suggests upgrades and changes when needed.

(2)   Other tasks as assigned.

EDUCATION, TRAINING, AND EXPERIENCE REQUIRED

Must have a high school diploma or equivalent and at least a year of progressively responsible work in clerical, secretarial, paralegal, or administrative work. 

Should have some knowledge of the usage of Microsoft Word, Excel, Access, QuickBooks, Quicken, Windows XP, or Works. 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Must be able to work calmly under pressure. 

The incumbent should be able to use office machines typically found in the workplace including computers, two-way radios, mobile telephones, facsimile machines, adding machines, scanners, tape recorders, video recorders, cameras, and copiers.

Must be able to work with minimal supervision.

Must be able to perform duties with complete confidentiality and discretion.

Must be able to speak distinctly and listen effectively.

Proofreading, editing, and strong vocabulary and grammatical skills are essential to job performance.

Typing speed of 40 words per minute at 90% accuracy is required.

All job candidates are required to pass a pre-employment screening which may include clerical testing, psychological evaluation, drug testing, and a physical.

All applicants are subject to a complete background check before hiring.

A valid Oklahoma driver’s license is required.

DEPARTMENTAL PREFERENCE

Experience as a dispatcher with another public safety entity or private security firm. Experience in Tribal Affairs and customs.

MENTAL/PHYSICAL REQUIRMENTS

Eyesight should be adequate enough to do all functions and interact with citizens, subordinates, superiors, and vendors.

Hearing/speaking should be excellent as the incumbent conducts extensive daily business in person, and via phone and radio.

Must have manual dexterity sufficient for data entry, typing, and to perform all of the aforementioned job duties.

It is important that the incumbent be able to function in a workplace that is sometimes fast paced and stressful.

Should have flexibility in their personal schedule enough to fulfill job requirements.

Must pass pre-hire drug and alcohol screening.

ENVIRONMENTAL CONDITIONS AND SAFETY CONCERNS

The AA must be effectively able to discern situations arising from irate citizens where the incumbent’s safety may be endangered.

APPLICATION PROCEDURE: Submit Tribal Application, resume, transcripts, diplomas, valid Oklahoma Driver’s license, and CDIB to:

Cheyenne-Arapaho Tribes

Personnel Department

P.O. Box 38

Concho, OK 73022

Or e-mail anwhite@c-a-tribes.org