Administrative Assistant - Public Safety

Job Summary

We are seeking a dependable and detail-oriented Administrative Assistant to support the Chief Administration at the Division of Police. In this role, you’ll assist the Chief, Deputy Chiefs, citizens, sworn staff, and city employees regarding various issues. You will manage a wide range of administrative tasks—from processing payments to coordinating meetings and preparing reports. This position is perfect for someone who enjoys variety, takes initiative, and thrives in a customer facing role. If you’re organized, resourceful, and excited to support the Gahanna Division of Police, we’d love to have you on our team!

Essential Job Functions

• Exercises independent thinking while providing office support for the department; responds to inquiries and complaints or directs to appropriate person/department; prepares and maintains records and files; prepares reports.
• Provides administrative support; answers and screens incoming phone calls; relays messages and/or important information; types a variety of complex reports and materials; conducts research; compiles data
• Composes routine correspondence, maintains complex and detailed files and records; creates, maintains and disposes of files as needed; adheres to city records retention policies and schedules.
• Collections and processes payments, balances cash drawer and processes daily deposits.
• Affords assistance with event preparation and program implementation.
• Maintains database(s) related to department functions or activities; enters data; proofs, balances or verifies information for accuracy; updates database(s) as needed; collects and records payments if applicable; prints contracts, reports or receipts; files or submits documents/reports to appropriate department, director/manager, city official, or government agency, etc. to ensure compliance with all policies, guidelines, laws, statutes, rules and regulations.
• Completes projects assigned by supervisor; researches records and files; provides requested information on technical or complex issues.

Regular, predictable, and punctual attendance is required.

Minimum Qualifications

• Education: - High school graduate or equivalent. Associate degree or higher preferred
• Experience:- Three or more years of professional office experience.
• Proven experience in a high-volume customer service role including, but not limited to email, phone, and in-person communications.

Licensure or Certification Requirements

• Current and valid Ohio driver’s license with an acceptable driver’s abstract to meet criteria for insurability established by the City of Gahanna.
• State of Ohio Notary Public preferred.

Knowledge, Skills and Abilities

• Knowledge of:- Operations, governing laws and structure of local government.
• Office administrative practices and procedures.
• Proper English usage, including spelling, grammar, punctuation, and vocabulary.
• Purchasing processes and procedures.
• Recordkeeping, report preparation, filing methods and records management techniques.

Skill in

• Providing excellent customer service to internal and external customers.
• Navigating PC and web-based software programs.
• Advanced utilization of Microsoft Office Suite (Word, Excel, PowerPoint, etc.).
• Using tact, discretion, initiative, and independent judgment within established guidelines.
• Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.

Ability to

• (Mental and Physical Abilities)- Maintain complex records and prepare reports from such records.
• Use discretion and maintain confidentiality of sensitive information.
• Establish and maintain effective working relationships with city officials, business executives, government officials, other employees, and the public.
• Communicate effectively both orally and in written form (including electronically).
• Follow complex written or oral directions.
• Lead and plan tasks or projects for others within the department.
• While performing the essential functions of this job, the incumbent is regularly required to sit, see clearly; hear; read and write; grasp and hold objects; keyboard; and rarely lifts or moves objects up to 25 pounds.

The City of Gahanna offers comprehensive benefit packages including health insurance, prescription drug insurance, employer-paid dental and vision insurance, Health Savings Account contributions, life insurance, supplemental life insurance, AD&D insurance, retirement benefits, deferred compensation programs, and an Employee Assistance Program. The City also offers vacation, personal time, sick leave, paid holidays, flex time, and public service credit (when applicable). In addition, the City also offers college tuition reimbursement, employer-paid professional development, and an annual service credit. *Subject to change with collective bargaining agreement and/or salary ordinance changes.

Employer

City of Gahanna
Address: 200 S Hamilton Rd
Gahanna, Ohio, 43230
Phone: (614) 342-4457
Website: http://www.gahanna.gov