The City of Covington is currently accepting applications for an Administrative Assistant to the Police Chief in the Police Department with a starting hourly rate of $20.68 depending upon qualifications. Qualified applicants may apply on our website by downloading an application packet at cityofcovington.org, or may apply in person at Covington City Hall, 2194 Emory Street, Covington, Georgia 30014. This position will remain open until 4:00 PM on Monday May 19, 2025. The City of Covington is an Equal Opportunity Employer.
JOB SUMMARY
This is complex and varied clerical and secretarial work involving a considerable amount of public contact. This position requires communication by phone, radio and other devices, as well as a large amount of typing. An employee in this class is responsible for the application of considerable independent judgment based on knowledge gained through experience in the performance of responsible specialized duties. Although employees are expected to develop their own procedures and carry out work through to completion, work problems involving important departures from standard policies are reviewed with superiors on matter of policy. Work is normally reviewed only for results obtained.
ESSENTIAL DUTIES AND RESPONSIBILITIES
• Acts as secretary and liaison for the Chief of Police and Covington Police Department; composes correspondence on own initiative or as directed; receives and screens calls and callers and disseminates messages to appropriate personnel.
• Responsible for managing and the assistance with reconciling Federal Funds, State, and Evidence bank accounts. Purchasing and accounting practices required.
• Ability to maintain compliance with Federal regulations and proper reporting of purchasing procedures as required by the City of Covington Finance Department. Ensure that all these records are compliable and that we meet all standards of practicing accurate accounting and regulations.
• Liaison between CPD and DEA agents.
• Maintain records for reimbursements.
• Review and analyze records necessary for Federal Asset Forfeiture recording practices.
• Establishes correspondence procedures and practices, memoranda, agendas, minutes, reports, forms, and records as needed; maintains office correspondence on file.
• Maintain record retention and disposal where appropriate.
• Organize and or assist with planning of various Police events, meetings, promotions, celebration dinners, and other events as directed by the Chief of Police.
• Ability to organize and prepare correspondence regarding special events to include bid process for purchasing and preparation for police events.
• Assist Support Services with new and existing employee records, training, etc.
• Maintain and reserve registration for the City Training Room and Administrative Conference Room
• Maintain compliance with Annual recertifications for SAM, Peach Pass, undercover vehicle tags, Federal and State Funds Asset Forfeiture
• Payment process and registration for all departmental employees for training and conferences. Booking hotel stay and flight arrangements, as well as providing appropriate documentation for travel to employees and the City Finance Department.
• Department liaison and scheduler for all extra job details for Officers. To include security details for filming, festivals, and other community-based events.
• CID back up assistant fill in for case reports; copies, assignment cover sheets, and Spillman case management entries.
• Search Spillman information when requested by Command Staff.
• Maintains GCIC certification to use if/when needed by the department.
DESIRED MINIMUM QUALIFICATIONS
Education and Experience:
(A) Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping; and
(B) Five (5) years of increasingly responsible related experience, or
(C) Any equivalent combination of related education and experience.
KNOWLEDGE, SKILLS AND ABILITIES:
• Working knowledge of computers and applicable software including Windows, MS Office including Word and Excel, PowerPoint and other related Police Programs;
• Working knowledge of modern office practices and procedures;
• The ability to perform general accounting skills to include operating accounting software
• Skill in operation of listed tools and equipment.
• Ability to effectively meet and deal with the public and make decisions relating to departmental policy;
• Ability to communicate effectively verbally and in writing;
• Ability to read and interpret documents;
• Ability to write routine reports and correspondence;
• Ability to handle stressful situations;
• Ability to learn assigned tasks readily and to adhere to prescribed routines;
• Ability to plan work so as to accomplish timely and accurate results;
• Ability to establish and maintain effective working relationships with other employees, supervisors, and other department personnel.
TOOLS AND EQUIPMENT USED
Phone switchboard; personal computer; copy machine; scan machine, postage machine; fax machine; electronic communication equipment; calculator and other office related equipment.
PHYSICAL DEMANDS
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.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to stand and reach with hands and arms. The employee is occasionally required to walk and stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
WORK ENVIRONMENT
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.
While performing the duties of this job, the employee occasionally works near moving mechanical parts.
The noise level in the work environment is usually quiet.
The City of Covington is an Equal Opportunity Employer. In compliance with the Americans with Disabilities 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.
5/19/2025