Portsmouth - Personnel and Training Secretary

Job Overview Department Portsmouth Police Department Type Civilian Job Title Personnel and Training Secretary Contact evansh@cityofportsmouth.com Location Portsmouth, NH

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PORTSMOUTH, NEW HAMPSHIRE POLICE DEPARTMENT

JOB DESCRIPTION

Job Title:                      Personnel and Training Secretary- Strategic Services Division

Date Established:         12-17-08, REV 11/20/18, 04/16/21

Standard Workweek: 40 hours PPCEA hourly (Mon-Fri primary duty hours between 0800-1700).

NATURE OF WORK 

The purpose of this position is to provide responsible and varied office support services to the Personnel & Training Division by managing routine communications, preparing reports, producing correspondence, and performing a full range of clerical tasks.  The work involves continued contact with all Police Department personnel, the general public, senior officials, and other agencies and is performed under general supervision according to general instructions and established procedures.  This position requires the highest confidentiality because of the nature and content of the work performed.  This work is subject to review according to the City’s personnel plan through observation, reports, and the results achieved.

SUPERVISION RECEIVED 

Works directly under the supervision of the Lieutenant of Personnel and Training.  The supervisor outlines departmental policy and evaluates performance in terms of effectiveness and professionalism.  Performs daily functions with independence, exercising considerable judgement and tact, determining correct courses of action, and receiving assistance from the supervisor when necessary.

EXAMPLES OF ESSENTIAL JOB FUNCTIONS

1. Answers telephone and in-person inquiries, services requests from the general public in a helpful, courteous, and efficient manner. Ascertains the nature of the inquiry and refers the customer to the appropriate responsible person if necessary.
2. Types a variety of correspondence, memoranda, forms, and reports. Types material in final form, assuring spelling, grammar, and punctuation are correct.
3. Corresponds and coordinates with outside agencies such as the New Hampshire Police Standards and Training Council, other law enforcement agencies and other educational facilities.
4. Maintains employee personnel files, medical files and training records.
5. Provides direct clerical support to the Lieutenant of Personnel and Training.
6. Coordinates training programs, evaluations, travel and related activities including identifying potential candidates for training and obtaining instructors, facilities and materials.
7. Maintains individual officer certifications and schedules recertification.
8. Assists with producing and placing job notices, advertisements and correspondence, scheduling and coordinating candidate briefings, physical agility testing, oral boards, and background interviews, administering written examinations.
9. Assists and documents oral board and assessment center material and results.
10. Coordinates scheduling and documentation related to background investigations results.
11. Maintains all documentation reference to new candidates for hire.

EXAMPLES OF OTHER JOB FUNCTIONS

• Attends meetings when requested and takes and prepares meeting minutes when necessary.

1. Schedules appointments and meetings for personnel and notes training, court dates, and vacation for same.
2. Answers questions requiring a general knowledge of the office procedures, rules, regulations, ordinances, and laws.
3. Performs or assists with other similar job functions in the Police Department during employee absences and busy periods.
4. Maintains documents in reference to job related duties to assist in succession planning.
5. Manages and submits purchase orders as they relate training related activities to include but not limited to, officer reimbursements for mileage, meals, tolls, airfare, airport transfers, parking, lodging, instructor fees, and training location fees. These reimbursements shall be completed in a timely manner.
6. Maintain training calendar for all employees scheduled for upcoming training.
7. Distribution of training orders as well as maintaining and documentation of service receipts and course completion forms.
8. Maintain PoliceApp or other recruiting software and assure accuracy and completeness.
9. Maintain all correspondence with potential new hire candidates.
10. Prints IDs for all department personnel.
11. Acts as liaison with Pease Development Authority and maintain and address all needs regarding scheduling training, completing badge and fob audits and all other duties deemed necessary by the PDA and TSA.
12. Maintain and submit all necessary paperwork for employees to New Hampshire Police Standards and Training.
13. Responsible for all new employee on-boarding and scheduling with City of Portsmouth Human Resources.
14. Submit bi-annual reports necessary for the completion of the EEOP report.
15. Submit yearly reports to New Hampshire Police Standards and Training.
16. Performs related work as required as well as other duties as may be assigned from time to time by the supervisor.

REQUIRED KNOWLEDGE, SKILLS, AND CAPABILITIES

An incumbent in this position consistently demonstrates…

1. Good working knowledge of office procedures and terminology relevant to the specific office(s) where he/she may be assigned.
2. Considerable knowledge and ability in the use of commonly available office and data processing equipment including intermediate skills in the use of office automation and data processing applications normally used within the office where assigned.
3. An ability to take and transcribe dictation at a high rate of speed, either through stenographic skills or use of dictation equipment, edit and draft previously prepared copies, and produce final, high quality documents.
4. Strong personal and office organization skills.
5. An ability to work independently and establish and maintain effective working relationships with other employees, supervisors, officials, and customers.
6. Ability to maintain confidential information.
7. An ability to readily learn assigned tasks, adhere to prescribed policies and procedures, efficiently and effectively complete assigned work and take the initiative to help others with office work or as otherwise required.
8. An ability to communicate effectively with customers, co-workers, other employees, city departments, city officials, and other agencies orally, in writing, and by listening in the activities of conversation, discussion, notes memorandum, and written reports.
9. Ability to prepare, type, and proofread complex reports including statistical data.

ENVIRONMENT, WORKING CONDITIONS, PHYSICAL AND MENTAL EFFORT

Works in a typical office environment, which is handicapped accessible, but may be subject to uncomfortably warm or cool temperatures.  The work is primarily of an intellectual nature but requires the moderate lifting of binders, reports, office equipment and supplies weighing up to 25 pounds and being able to bend and reach file papers in four drawer and E scale plan filing cabinets.  Extensive computer work will be expected along with twisting and turning to answer phones, get files, etc..  He/she must be able to hear normal sounds, distinguish sound as voice patterns, and communicate through human speech. Must be able to switch tasks immediately when necessary and prioritize daily workload. 

MINIMUM REQUIRED QUALIFICATIONS

A candidate for this position must have graduated from high school or earned a graduate equivalent diploma (GED).  Courses in the use of office computers and other office equipment, supplemented by training or experience in basic office procedures, and two years of clerical experience or an equivalent combination of training and experience.

(The above descriptions are illustrative.  They are intended as guides for personnel actions and are not complete itemizations of all facets of any job.)

Please direct questions regarding this position to evansh@cityofportsmouth.com

Jobs close at 11:59 PM (Eastern) on the deadline date specified, or when the position capacity has been met, or unless otherwise specified in the announcement. If the deadline date is not specified in the announcement, the agency has sole discretion on setting the deadline and jobs may close without notice. It is the applicant's responsibility to thoroughly read and understand the deadline requirements and capacity limits as outlined by the agency.

Applicants are responsible for checking their email and logging into their PoliceApp, PublicSafetyApp, FireFighterApp or EmployementApp account to monitor for emails, scheduling and process updates.