Office Assistant - Patrol Unit Scheduler

SALARY

JOB SUMMARY

ESSENTIAL JOB FUNCTIONS

• Scheduling functions, including but not limited to:

  • Approving/Denying vacation (leave) requests.

  • Entry/Modification, Scheduling, reviewing Time-off/Leave entries.

  • Cross referencing any paper exceptions or notations with timekeeping system.

• Performs a variety of administrative checks including but not limited to:

  • Serve as backup to perform Driver’s License checks/verification, Criminal history/background checks, Warrant checks/verification.

  • Reviewing entries for accuracy, approving payroll entries for submission, Point of Contact for resolution of any payroll disputes.

• General office duties, including but not limited to:

  • Scanning, Copying, Filing and file organization, appointment management.

• Creates the patrol scheduling matrix to maintain officer scheduling.

  • Creates and uses advanced MS Excel functions to maintain the scheduling matrix.

  • Constructs the schedule after annual shift bid based on Seniority.

  • Build in all officer’s submitted Leave requests for the year.

  • Keeps and maintains the scheduling matrix with updates based on requests outside of the annual bidding process.

• Schedules training for Patrol Officers

  • Assigns the officers to mandatory training based on schedule allowances.

  • Use MS Access Training Database to schedule mandatory training.

• Entry of the scheduled time after annual bid into the timekeeping system.

• Ensures compliance and adherence to attendance and overtime policies and directives.

• Maintains communications with supervisors and officers to resolve scheduling issues.

• Maintain and distribute the Unscheduled Leave Audit Report.

• Maintain and distribute the Daily Briefing sheet.

• Learn, Use, and maintain department scheduling coding standards and practices.

• Keep, file, and maintain supporting scheduling documentation.

• Update and distribute all scheduling updates and changes in an expedient manner.

OTHER JOB FUNCTIONS

• On a nontypical basis, may perform other additional duties not listed in this description that are in alignment with the scope of essential job functions.

MINIMUM QUALIFICATIONS

Knowledge, Skills and Abilities Required

• Knowledge of business English, spelling, grammar, and punctuation. 

• Knowledge of office and administrative practices and procedures. 

• Skill in using PC Software including current Microsoft Office Suite of applications at an advanced level. 

• Skill in communicating professionally and tactfully with other city employees and the public by oral and written means. 

• Skill with organization and attention to detail. 

• Skill with advanced MS excel use and functions.

• Ability to exercise discretion and independent judgment utilizing knowledge of the organization's policies. 

• Ability to work independently under general instructions. 

• Ability to perform a variety of physical skills including but not limited to filing, pulling, seeing, sorting, squatting, standing, stooping, twisting body, typing, walking, and writing. 

• Ability to operate a variety of office equipment including but not limited to PC, telephone, calculator, scanner, and copier. 

• Ability to prioritize deadlines and tasks. 

• Ability to learn new systems and procedures quickly. 

• Ability to research and analyze information to identify trends and patterns.

• Ability to maintain confidentiality and work with sensitive information.

• Ability to de-escalate potentially adversarial situations.

Qualifying Education and Experience

• High school diploma or equivalent

• Two (2) years of experience in a clerical or administrative support role

PREFERRED QUALIFICATIONS

Knowledge, Skills, and Abilities

• Knowledge of Law enforcement scheduling principles and practices.

• Knowledge of Police Department policies and procedures related to attendance, leave, and scheduling.

• Knowledge of Law Enforcement Resource Management System (LERMS).

• Knowledge of Timekeeping and payroll processes.

Education and Experience

• College coursework in Criminal Justice, Law Enforcement Administration, or related field a plus.

• Experience in a law enforcement or legal setting.

• Experience Office scheduling

• Experience with performing administrative checks, such as driver's license verification and background checks.

Employment Screenings Required

• Criminal Background Check

City of Arlington is an Equal Opportunity Employer.