CCR2009055-Attachment-Executive Assistant PD
Executive Assistant 1913
City of Muskego
Position Description
Name: Ann Wissing Department: Police
Position Title: Executive Assistant Pay Grade: 42 FLSA: N
Date: Reports To: Police Chief
Range: 42
2008 Salary Scale: Min.: $39,500 Midpoint: $46,471 Max: $53,441
Knowledge: 4IIIp (163); Problem Resolution: 4Dc (53); Authority/Responsibility: DII3c (70) =
286
Purpose of Position
The purpose of this position is to perform secretarial, clerical, and administrative support task,
under the direction of the Police Chief.
Essential Duties and Responsibilities
The following duties are normal for this position. These are not to be construed as exclusive
or all-inclusive. Other duties may be required and assigned.
Administrative support to Chief and management staff.
Performs confidential secretarial and administrative tasks regarding personnel/disciplinary actions,
internal investigations, contract strategy, grievances, and legal matters. Composes routine
correspondence for signature. Types a variety of reports, forms, memos from written and oral
instruction. Maintains and updates records.
Maintains Department accounts receivable and payable for operation, capital, and special project
accounts.
Develops spreadsheets as needed for accounts payable and personnel scheduling responsibilities.
Prepares and maintains payroll information. Keeps track of all overtime, sick, vacation, and comp
time. Prepares and maintains monthly stat sheets for each employee.
Co-manages the Department accreditation process.
Maintains Department personnel files including general, medical, disciplinary actions plus
maintains all files pertaining to the Department.
Issues purchase orders. Does all ordering and purchasing of uniforms, supplies, and equipment for
entire Department.
Formulates and prints out employee work schedules.
Executive Assistant 1913
Prepares all invoices for payment.
Coordinates hiring process for civilian employees, administers tests, participates in oral interviews
and involved in decision making of who to hire.
Assists in officer hiring. Verifies application information to fit qualifications, make arrangements
for state testing, assists with oral interviews and physical fitness testing. Makes all appointments
needed, does all paperwork, forms, letters, and maintains files.
Collects data for budget and assists in the annual preparation. Monitors expenditures and
revenues. Notifies Chief regarding needed budget adjustments.
Writes grants at the direction of Chief.
Performs recording tasks for the Police & Fire Commission. Attends meetings, takes minutes,
prepares agendas and public notices, and maintains all records.
Responsible for the recording, maintaining, and distribution of Uniform Crime Report (UCR).
Processes and reviews all insurance and legal claims received by the Department.
Management of grants and preparing the audits required.
Performs audits i.e. waterpatrol audit for the DNR
Maintains 9-1-1 address information and is the liaison between the Department, telephone
company, and S.C.C. Communications Corporation.
Maintains fixed assets accounts.
Collects data relating to budget, union contracts, grievances, crime trends and any other topics as
directed.
Maintains Department’s case reports. Checks all reports for required information for data entry,
accuracy of entered data and make sure all follow-ups, arrests, etc., have been entered. Does final
review for completeness and accuracy of all reports before submittal..
Additional Tasks and Responsibilities
While the following tasks are necessary for the work of the unit, they are not an essential part
of the purpose of this position and may also be performed by other unit members.
Maintains Chief’s calendar.
Types memos, letters, background investigations, press releases, and all correspondence.
Formulates surveys and tabulates results.
Executive Assistant 1913
Open, review, and distribute all mail.
Maintains policy manuals.
Answers phone, handles the calls or routes to appropriate person.
Schedules training, travel arrangements, and rooms for out-of-town training.
Liaison to other departments and attends meetings as Department representative.
Makes sure items are ordered and received with proper time frame and held within monetary
budget.
Maintains building and its equipment.
Minimum Training and Experience Required to Perform Essential Job Functions
High school diploma or equivalent, post high school education, vocational/technical training in
office management, three to five years of progressively responsible secretarial/administrative
support experience, or any combination of education and experience that provides equivalent
knowledge, skills, and abilities.
Physical and Mental Abilities Required to Perform Essential Job Functions
Language Ability and Interpersonal Communication
Ability to analyze and categorize data and information in order to determine the relationship of the
data with reference to established criteria/standards. Ability to compare, count, differentiate,
measure, assemble, copy and record and transcribe data and information. Ability to classify,
compute and tabulate data.
Ability to advise and provide interpretation to others how to apply policies, procedures, and
standards to specific situations.
Ability to utilize a wide variety of descriptive data and information, such as budgets, general
ledger, purchase orders, billing invoices, UCR reports, police reports, case disposition reports,
officer’s logs, payroll reports, personnel records, time sheets, job applications, insurance forms,
non-routine correspondence, press releases, union contracts, meeting minutes/agendas, computer
software operating manuals, ordinances, lists, policy manuals, statutes, correspondence and general
operating manuals.
Ability to communicate orally and in writing with police personnel, attorneys’ personnel, news
media representatives, vendor representatives, City officials, court clerks, business representatives,
community organizations, and the general public.
Mathematical Ability
Ability to add and subtract, multiply and divide, calculate percentages, fractions, and decimals.
Executive Assistant 1913
Judgment and Situational Reasoning Ability
Ability to use functional reasoning in performing semi-routine functions involving standardized
work with some choice of action.
Ability to exercise the judgment, decisiveness and creativity required in situations involving the
evaluation of information against measurable criteria.
Physical Requirements
Ability to operate a variety of office equipment including computer terminal, typewriter, telephone,
fax machine, teletype, paper shredder, calculator/adding machine, and photocopier.
Ability to coordinate eyes, hands, feet and limbs in performing semi-skilled movements such as
data entry.
Ability to exert light physical effort in sedentary to light work, typically involving lifting, carrying,
pushing and pulling.
Environmental Adaptability
Ability to work under generally safe and comfortable conditions where exposure to environmental
factors such as repetitive keyboard use, irate individuals, and intimidation may cause discomfort
and poses little risk of injury.
The City of Muskego is an Equal Opportunity Employer. In compliance with the Americans With
Disability Act, the City will provide reasonable accommodations to qualified individuals with
disabilities and encourages both prospective and current employees to discuss potential
accommodations with the employer.
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Employee’s Signature Supervisor’s Signature
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Date Date