ESSEX – The Essex Police Department in conjunction with the Essex Fire Department and the Essex Harbormaster is currently accepting applications for the position of Public Safety Administrative Clerk.
The position is, by its very nature, a position requiring confidentiality with respect to information that is both highly sensitive and personal in nature. It is for this reason that the employee must be able to maintain confidentiality of information that comes into various public safety departments, without exception.
Duties and responsibilities include:
- Calculate and submit weekly payroll hours for Police, Fire and Harbor Department employees using an Excel spreadsheet and, if applicable, any online payroll system, meeting deadlines set by the Town Accountant and Town Treasurer.
- Monitor and maintain budget weekly, making necessary line item and reserve fund transfers as requested and authorized by the Chief of Police, Fire Chief and Harbormaster.
- Track employees’ time off, maintain a computer record of all compensable time off, and submit Leave Notification Forms to the Town Administrator periodically.
- Prepare weekly departmental deposits, billing schedule, and submit invoices to the Town Accountant/Treasurer, ensuring deduction from the appropriate line items.
- Ensure that budget is reconciled with Town Accountant’s monthly budget report.
- Receive, track, and submit civil citations and written warnings to the Registry of Motor vehicles after completing all necessary paperwork, and recording citation information on the required Audit Sheets.
- Collect Parking tickets and additional citations from officers, separate copies as required and forward appropriate copies to the Town Clerk.
- Prepare departmental private duty requests as needed and post accordingly.
- Process departmental private duty slips for payroll and bill vendors for private duty shifts completed by officers.
- Maintain private duty invoices for bills paid and those that are unpaid separately, and follow up with vendors and rebill when necessary.
- Maintain Motor Vehicle Accident reports, submit required copies to the Registry of Motor Vehicles, and prepare and submit insurance forms as requested by insurance companies.
- Answer telephones and take messages as appropriate, and be available in the office to research information requested by other agencies, when applicable.
- Assist in preparation of the Annual budget
- Maintain Harbor Department responsibilities as described in the Job Description
- Other duties as assigned
- A copy of the job description is available upon request.
Applicants must be 18 years of age, a U.S. citizen or legally allowed to work in the United States, and possess a valid Massachusetts driver’s license. Candidates must have good moral character, and pass a host of tests which include, but not limited to, drug test, medical screening, psychological test, as well as complete a favorable background check.
Qualifications
Applicants must be 18 years of age, a U.S. citizen or legally allowed to work in the United States, and possess a valid Massachusetts driver’s license. Candidates must have good moral character, and pass a host of tests which include, but not limited to, drug test, medical screening, psychological test, as well as complete a favorable background check.
- Have a 5-10 years of experience in an office environment, including accounting and budgeting experience.
- Proficiency in the use of Microsoft Excel and Microsoft Word –Proficiency in Quick Books Pro and Munis are preferred, but not required.
- Ability to work independently.
- Basic knowledge of Massachusetts General Laws, including procurement procedures and regulations, and public records law.
- Knowledge of FLSA and payroll procedures.
- Previous experience in a law enforcement agency is desired.
- Minimum of an Associate Degree; bachelor’s Degree is preferred.
For a Full Job Description click here: Essex Public Safety Administrative Clerk
At this time, interested candidates must submit a cover letter and resume to the attention of Chief Paul Francis at pfrancis@essexma.org . The position will remain open until filled.
