Non Union Distributing Jobs (NOW HIRING)

POLICE
Administrative Assistant
DEFINITION
Position is responsible for performing administrative services for the Police Department. Work includes processing information and documentation for new hires, maintaining records in MUNIS for Injured on Duty leaves and applications for licenses; responding to inquiries, and requests; preparing reports and correspondence; distributing mail; maintaining and updating Department files and records; and performing a variety of administrative duties as assigned.
ESSENTIAL FUNCTIONS
The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• 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.
• Performs similar or related work as required.

SUPERVISION RECEIVED
Under general direction of the Police Chief and/or Deputy Police Chief(s), employee plans and prioritizes the majority of work independently, in accordance with standard practices and previous training. Employee is expected to solve most problems of detail or unusual situations by adapting methods or interpreting instructions accordingly. Instructions for new assignments or special projects usually consist of statements of desired objectives, deadlines and priorities. Technical and policy problems or changes in procedures are discussed with supervisor.
ACCOUNTABILITY
The nature of the work means that errors in administrative work are not easily detected. Consequences of errors, including inaccurate information, could impact other departments and result in monetary loss, interruption of service and poor internal or external customer service.
JUDGMENT
The work requires examining, analyzing and evaluating facts and circumstances surrounding individual problems, situations or transactions, and determining actions to be taken within the limits of standard or accepted practices. Guidelines include a large body of policies, practices and precedents which may be complex or conflicting, at times. Judgment is used in analyzing specific situations to determine appropriate actions. Employee is expected to weigh efficiency and relative priorities in conjunction with procedural concerns in decision making. Requires understanding, interpreting and applying federal, state and local regulations.
COMPLEXITY
The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.
NATURE AND PURPOSE OF CONTACTS
Relationships are primarily with co-workers and the public, involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with service recipients and employees of outside organizations. More than ordinary courtesy, tact and diplomacy may be required to resolve complaints or deal with hostile, uncooperative or uninformed persons.
CONFIDENTIALITY
Incumbent has regular access at the departmental level to a variety of confidential information, including access to litigation materials and correspondence, collective bargaining strategy memoranda, records pertaining to internal discipline, and personnel information.
EDUCATION AND EXPERIENCE
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.
KNOWLEDGE, ABILITY, AND SKILLS
Knowledge : Knowledge of Town bylaws, regulations, policies, programs and Department operations; knowledge of office management and computer systems used by the Department.
Abilities : Ability to work independently.
Skills : Recordkeeping, bookkeeping, communication and customer service skills.
WORK ENVIRONMENT
The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant. Incumbent may be required to work beyond normal business hours in response to emergency situations or to attend evening meetings.
PHYSICAL, MOTOR, AND VISUAL SKILLS
Physical Skills
Minimal physical demands are required to perform most of the work. The work principally involves sitting, with intermittent periods of stooping, walking, and standing. May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds.
Motor Skills
Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment.
Visual Skills
Visual demands require routinely reading documents for general understanding and analytical purposes and viewing a computer monitor and other office equipment.
Qualifications
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.
Special Requirements
Please send cover letter, resume and Town Application to:
Meredith Hartling, HR Generalist
801 Washington Street, 2nd Floor
Canton, MA 02021
Email: hr@town.canton.ma.us
Fax: 781-575-6602
AA/EEO
Miscellaneous Information
Hourly Rate: $30.72 - $35.14, with room to grow
40 hours per week, Monday-Friday
Benefits eligible, non-union position