Office Manager

DEPARTMENT:  Police Department

REPORTS TO (TITLE): Chief of Police and Deputy Chief of Police

Rate of Pay:  $19.27 per hour - Full-Time, Benefits Eligible

Interested applicants can apply online at:

City of Muncie Employment Application

We are an Equal Opportunity Employer

PRIMARY JOB FUNCTIONS: 

Office Manager to the Chief of Police, the Deputy Chief of Police, and the City of Muncie Police Department.  Confidentially performs duties related to the operations of the Muncie Police Department.  

ESSENTIAL JOB FUNCTIONS: 

Performs a variety of receptionist, secretarial, clerical, and administrative duties.  Answers the phone, takes messages, greets office visitors, determines the nature of the call, responds to inquires by personally handling the call/visitor, or routing the caller/visitor to the appropriate person, department, division, or agency.  Receives inquires requiring the ability to differentiate between civil and criminal matters and to act accordingly with interpersonal skills to effectively transact with the general public, other agencies, and co-workers. 

Performs other duties according to the established practices and procedures of the Muncie Police Department, using good judgment and taking personal action in the determination of the best methods to achieve the desired results.  Errors in decision and accuracy of work are readily detected through procedural safeguards or supervisory review of work.  Undetected errors could lead to loss of time and inconvenience to officers and members of the general public.  Judgment errors could compromise the City of Muncie/Muncie Police Department.

Types correspondence letters, commendations, proclamations, complaints, memorandums, certificates, reports, P.I. forms, and other forms and documents.  Copies, distributes, and files the completed documents as required.  Sorts and routes incoming and outgoing mail.  Sends and receives documents/information via FAX/UPS/FED EX/E-Mail/USPS certified/priority/regular mail/interoffice/etc. 

Performs electronic data entry in submitting purchase requisitions to the City’s financial system.  Assigns budget account numbers to requisitions.  Maintains account number list.  Distributes purchase invoices to appropriate recipient.  When necessary, requests new vendor numbers from purchasing by supplying the required vendor information. 

Assists in ordering office supplies from vendors, maintaining the office supply stock room, and distributing the office supplies to MPD personnel/divisions. 

Troubleshoots malfunction issues with the copiers, FAX machines, printers (ink/toner replacements.  If unable to resolve the issue, makes the service call for repair or arranges to have the broken machine replaced. 

If requests are made and the need arises, supplies toilet paper, paper towels, hand soap, trash bags, and troubleshoots malfunctioning dispensers (cleaning crew normally handles)

Proofreads documents for spelling and grammatical accuracy, and for compliance with standards and procedures, as needed.

Maintains and updates Personnel and department files i.e. Response to Resistance and Pursuits, to assure convenient retrieval.  Performs various research duties as requested.  

Maintains and updates the Muncie Police Department/City of Muncie telephone and intercom lists, regular/reserve unit lists (RMS electronic updates), rosters, driver's license list, various sign-up lists.   

Assists other City personnel/departments/divisions with their projects or with information to inquiries (problem solving, contact person, phone numbers, spelling, grammar, research, procedures, etc.)   

Receives various paperwork/division reports and submits the information received to the Chief of Police, Deputy Chief of Police, and to MPD personnel as required.   

Assists in maintaining/updating the annual inventory of the department’s City owned property.  Performs the electronic data entry of the annual inventory.  Compiles annual City of Muncie/Muncie Police Department inventory lists and files the inventory lists with the City Clerk (via purchasing) in a timely manner (as per Municipal Code). 

Maintains the conference room’s supplies and maintains the neatness.  Schedules the use of the conference room for meeting requests.  Schedules the use of the Roll Call Room (after coordinating with the Uniform Captain to ascertain the room’s availability).

Continuing Education Fund:  Quarterly, receives the printout lists (amounts collected) from the Delaware County Clerk, and the Muncie City Clerk.  Creates the necessary paperwork to request and apply for the Muncie Police Department Law Enforcement Training Funds from the Delaware County Clerk (via the Delaware County Auditor) and the Muncie City Clerk (via the Purchasing Department).   

Provides PE number information updates electronically to PA Labs for the random selection process.  Receives the random drug test selections electronically from PA Labs.  Processes and distributes the required paperwork to the selected MPD police personnel. 

Receives training certificates for MPD personnel, copies certificates to the personnel files, training division, and the Muncie Police Merit Commission.

Quietus through the Controller’s office checks and monies received. 

Maintains the petty cash fund.  Maintains the proper paperwork and procedure for both the distribution and the replenishment of the petty cash funds

Performs computer graphic services.  Creates and designs certificates and forms. 

Receives protective orders, file stamps the date received, sends orders received (via USPS) to dispatch (via FAX), and distributes the paperwork to the appropriate personnel or agency. 

Places ALL discarded confidential/sensitive paperwork into the document destruction collection boxes to be shredded.   

Places Bench Warrants in the Uniform Division’s mail slot for pick up and processing.  Prosecutor’s Updates are copied and distributed to all MPD personnel. 

Upon receiving a request for a Uniform shoulder patch, a decision is made to deny or to process the request.  If processed, prepare the card, envelope, and patch for mailing.  Stamp “MAILED” on the original request paperwork, include the date mailed and initial the paperwork.  File the paperwork in the Chief’s outgoing mail file folder.   

Maintains frequent contacts with department supervisors, division officers, other governmental department employees, other law enforcement agencies, other public and private agencies, and members of the general public, for a variety of purposes including receiving assignments, providing services, and explaining the Muncie Police Department's policies and procedures.  Reports directly to the Chief of Police.

Issues and maintains Permit Parking. 

Receives general instructions and performs a majority of tasks according to standard practice and procedures, with work reviewed upon completion or spot-checked for accuracy and compliance with accepted procedures.  Specialized instructions are given only in response to new or unusual assignments.

The above description covers the most significant duties performed, but may exclude other occasional work assignments not mentioned.  Performs other related duties as assigned.

  WORKING CONDITIONS:

 The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 Incumbent performs duties in a modern office environment with no unusual physical demands.

 MINIMUM QUALIFICATIONS/REQUIREMENTS:

 Must be able to satisfy all requirements to become a Notary Public.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 PHYSICAL AND MENTAL REQUIREMENTS:

 1.         Possess working knowledge of the duties and responsibilities of the Chief of Police, Deputy Chief, and Command Staff Officers as well as knowledge of standard procedures and routines of the Muncie Police Department.

 2.         Working knowledge of the necessary filing guidelines of the Muncie Police Department, and ability to maintain accurate files and records. 

 3.         Ability to use standard office equipment such as a typewriter, calculator, computer, word processor, data base, spreadsheet, telephone, copier, laminating machine, fax machine and other related equipment.

 4.         Knowledge of English grammar, spelling, punctuation and the ability to type with speed and accuracy. 

 5.         Ability to communicate with the general public and fellow workers in a courteous and tactful manner both orally and in written form.

EDUCATION AND EXPERIENCE:

 Associates Degree in office management or related field preferred.

 Must successfully pass a complete pre-employment background investigation. Must successfully pass a pre-employment drug screen test.

 Incumbent must possess knowledge of receptionist, secretarial and clerical practices as well as interpersonal skills to effectively deal with the general public and co-workers.

 The above description covers the most significant duties performed, but may exclude other occasional work assignments not mentioned.

Interested applicants can apply online at:

City of Muncie Employment Application

We are an Equal Opportunity Employer