Resolution 2007-25 f
STATE OF ILLINOIS )
)ss
COUNTY OF KENDALL )
RESOLUTION NO. 2007 - s Z
RESOLUTION APPROVING THE REVISED JOB DESCRIPTION
FOR THE POSITION OF EXECUTIVE ASSISTANT TO CHIEF OF POLICE
(FORMERLY KNOWN AS "POLICE OFFICE SUPERVISOR ")
IN THE UNITED CITY OF YORKVILLE,
KENDALL COUNTY, ILLINOIS
WHEREAS, the Mayor and City Council of the UNITED CITY OF YORKVILLE, after
careful consideration, have found and deemed it necessary for the benefit of the UNITED CITY
OF YORKVILLE to revise the job description for the position of Police Office Supervisor; and
WHEREAS, the job position for Police Office Supervisor will be revised to have the
duties and responsibilities as set forth in the attached job description (Exhibit "A "); and
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL
OF THE UNITED CITY OF YORKVILLE THAT THE JOB DESCRIPTION FOR THE
POSITION OF POLICE OFFICER SUPERVISOR IS HEREBY REVISED.
The job description (as revised by this resolution) for said position is attached hereto and
is made part hereof as Exhibit "A ", said description hereby taking the place of the former job
description for Police Office Supervisor. The hiring of a person to fill the said position should be
subject to all probationary rules and regulations as set out in the current Employee Manual.
This resolution shall become effective upon its passage.
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JAMES BOCK JOSEPH BESCO
VALERIE BURD_ PAUL JAMES ,
ROSE SPEARS � MARTY MUNNS
JASON LESLIE GARY GOLINSKI
Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this
ll7 day of C,�5� , A.D. 2007.
MAYOR
Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this
day of A.D. 2007.
ATTEST:
CITY CLERK
Prepared by:
John Justin Wyeth
City Attorney
United City of Yorkville
800 Game Farm Road
Yorkville, IL 60560
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�00 c1 Approved 4 111107
ESL 1036 UN IT E D �/7
CITY Off' YOEK 7 ILL]E
EXECUTIVE ASSISTANT TO CHIEF OF POLICE — JOB DESCRIPTION
Department: Police
Reports to: Chief of Police
Status: Exempt Full -Time
Supervises: Records Supervisor
Pay Classification: Executive Assistant to the Chief of Police
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Position Description Overview
This position is responsible for a wide variety of complex administrative and supervisory functions;
including assisting the Chief of Police and Lieutenants and acting as a liaison to all other City departments upon the
Chief of Police /Lieutenants' requests. This position also involves the use of independent judgment in the command
of subordinates or development of programs to ensure provision of effective police services as well as administrative
decision making in the absence of the Chief of Police and /or Police Lieutenants for non - patrol activities. The
Executive Assistant to the Chief of Police shall supervise and evaluate the work of the Records Supervisor, and
other clerical personnel in the absence of the Records Supervisor. The incumbent will be evaluated on the ability to
independently supervise and manage employees under his /her command.
Essential Job Functions
1. Complete all administrative paperwork and job functions for the Chief of Police, and Police Lieutenants.
2. Plan, coordinate, supervise and evaluate the Records Supervisor. Assist in planning, coordinating,
supervising, and evaluating all Records Clerks /Administrative Staff for the police department.
3. Based on a variety of factors, decides whether to approve or deny vacation/personal leave requests by
subordinates; and requests to be relieved from duty, with or without pay, for purposes of illness or family
necessity.
4. Assigns daily work duties to subordinates, using independent judgment; has authority to modify staffing
levels to respond to changed circumstances; may call -in additional staffing and/or approve overtime within
general guidelines established by the Chief of Police.
5. Checks employee performance and gives advice to subordinates when deemed necessary; counsels and
evaluates performance, issues verbal and written reprimands and recommends more severe personnel
actions; checks reports submitted by subordinates, and may demand that errors be corrected or reports be
made more complete.
6. Receives, evaluates and decides how to resolve grievances submitted by subordinate employees independent
of superior officials.
7. Serve as the liaison with the Chief of Police and Lieutenants to ensure a high degree of cooperation and
efficient operation of the police department.
8. Establishes the parameters for the hiring of subordinate civilian employees, including interviewing and
testing procedures; uses independent judgment to decide upon the best candidate
9. Trains in existing procedures and new areas as needed, including maintaining and securing knowledge about
new and existing laws, requirements and practices of modern police administration and records management.
10. Oversee and assure accurate report and record processing and filing systems, including reports and records
such as incidents, arrests, and accidents, as well as building records related to equipment, contracts, forms,
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correspondence, etc.
11. Monitor various computer software and hardware for proper functioning and processing. Assure problem
resolution when required. Act as a liaison to the IT Department.
12. Oversee the purchase of and maintenance of all equipment for the Police Department, excluding vehicle
maintenance and patrol/unit- specific equipment/maintenance.
13. Maintain budget information for Chief of Police; including monthly reports for planning necessity to give an
accurate representation of current budget status.
14. Create and maintain all forms for the police department.
15. Oversee that the police website information is updated and accurate on a regular basis.
16. Work with City staff and others to complete periodic projects such as year -end file maintenance, court-
ordered expungements, updates to rules and regulations, policies and procedures.
17. Work with officer assigned as Community Program Director to ensure all their paperwork and /or special
events are planned. This includes issuing correspondence to attendees, maintaining forms for compliance
checks and completing desktop publishing for all events.
18. Recommend improvements to existing procedures, equipment, and workflow.
19. Complete special projects as assigned or required for other administrative staff.
20. Take responsibility to provide exceptional customer service in order to promote and maintain a positive City
image, constructive working environment, and foster pride and professionalism in the workplace and
community.
21. Adhere to all departmental and City policies, procedures, guidelines and safety standards.
22. Act as a liaison to all other police department staff, including additional civilian personnel.
23. Ensure all state - mandated reports are prepared and sent accurately and on -time by all records /police staff.
24. Assist in the coordination/maintenance of all training records for the Police Department.
25. Attends and takes notes at collective bargaining strategy sessions, grievance response planning meetings, and
arbitration hearing preparation sessions. Ensures that any information that is seen, heard or disseminated at
these sessions be kept confidential.
26. Opens, reads and summarizes confidential letters, a -mails and other correspondence from City management
bargaining team members and/or labor counsel addressed to Chief of Police, which concern collective
bargaining and/or grievance strategy and/or arbitration hearing preparation. Ensures that any information
contained in such materials be kept confidential.
27. Maintains files containing confidential materials concerning collective bargaining, grievances and other
associated labor litigation.
28. Perform other duties as related to position.
Examples of Duties:
1. Supervises /Evaluates Records Supervisor.
2. Purchase Order processing/tracking budgetary status.
3. Prepares monthly informational/statistical reports for the City Council/Public Safety.
4. Serves as Liaison to the Citizens Police Academy Alumni Association.
5. Create/Distribute year -end analysis.
6. Compile monthly officer statistics and generate positive memorandums for the Lieutenants and Sergeants.
7. Purchase equipment (computers, machines, furniture, etc.)
8. Create /purchase /maintain forms for the police department.
9. Balance petty cash/change drawer as needed.
10. Maintain policies and procedures /rules and regulations for the department.
11. Periodically attend meetings; either for input and/or note taking., including collective bargaining strategy
sessions, grievance strategy sessions and/or arbitration hearing preparation sessions, at which legal or
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bargaining strategy is discussed; attendance is either for input and/or note taking.
12. Maintain personnel files.
13. Prepare and maintain payroll for the Police Department.
14. Acts as a substitute when Records Supervisor is absent.
15. Acts as a liaison for the Chief of Police (includes screening calls, preparing and typing correspondence and
memos regarding confidential bargaining and grievance- arbitration strategy, tracking schedule, and grant
administration).
16. Maintain local ordinance "Alarm" invoices.
17. Complete/Maintain information for the Training & Standards Board.
18. Prepare recruits for the Police Academy and act as a liaison for the Sergeant in charge of the Field Training
Program.
19. Assist the Detective's Division with LEADS Updates /Maintenance.
20. Maintain all technology- related equipment for the Department and coordinate repairs /maintenance.
21. Coordinate all paperwork with the Board of Fire & Police Commission Secretary.
22. Act as liaison to Human Resources; and perform additional human resources functions for the police
department as needed.
23. Coordinates with outside agencies /organizations for the administrative staff as requested.
24. Maintain Office procedures /training manuals.
25. Maintain IDOT/Profiling statistics.
26. Act as back -up for Records personnel absences.
27. Complete background checks for the City /Civilian requests.
28. Coordinate with human resources department for all police department new hires /current employees.
29. Coordinate with IT for all technology issues for the police department.
30. Seek out and send Records Staff to training.
** The above lists do not restrict this organization's rights to assign/reassign duties and responsibilities to this
position at anytime. These lists include essential job functions, and does not prescribe, nor restrict, the tasks
that may be assigned. This position description may be subject to change at any time due to reasonable
accommodation or other reasons.
Basic Requirements - Knowledge, Skills and Abilities
1. Knowledge of business English, grammatical construction, spelling, -punctuation, arithmetic and possess an
excellent vocabulary.
2. Extensive knowledge of word processing, spreadsheet application software, desk top publishing and other
software programs.
3. Considerable knowledge of legal, administrative, operational and procedural regulations and practices
applicable to the organization or assignment and/or the ability to learn them quickly.
4. Excellent writing and proofreading skills.
5. Strong interpersonal skills to interact with elected and appointed officials, employees, other agencies and the
public and supervisory skills including ability to direct work and assume responsibility.
6. Ability to operate a variety of office equipment including a typewriter, word processor, personal computer,
facsimile machine and transcribing equipment rapidly and accurately.
7. Ability to type a minimum of sixty -five (65) words per minute.
8. Ability to develop work methods and procedures with initiative and good judgment and to use
resourcefulness and tact in meeting new challenges.
9. Ability to maintain strict confidentiality in connection with documents and materials relating to collective
bargaining, grievance responses and arbitration hearing strategy.
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10. Ability to assemble, organize and communicate, statistical, financial and factual information derived from a
variety of sources.
11. Considerable knowledge of the supervisor's role as a first -line manager of subordinates.
12. Ability to independently evaluate work performance, to motivate personnel; and to modify behavior and
performance where needed.
13. Ability to enforce departmental rules, regulations and procedures, and to fairly impose minor discipline
where appropriate to modify employee conduct.
14. Ability to understand and apply management principles concerning budgeting, personnel costs and overtime
expenses while providing all necessary and proper police services to the public.
Basic Requirements - Experience and Education
1. Minimum of five (5) years office manager /supervisor experience in a progressively responsible and difficult
nature; experience must have been in a law enforcement environment.
2. Must have extensive knowledge in the administrative, supervisory, clerical and patrol functions of a law
enforcement agency.
3. High School Degree supplemented by courses in typing and business subj ects, preferably supplemented by at
least 60 hours credit of college level courses in business administration or public administration and/or
related subjects.
4. Any equivalent combination of experience and education that provides the required knowledge, skills and
abilities.
5. Must have successfully completed a background investigation with findings of good character and no felony
convictions.
The duties listed above are intended only as an illustration of the various types of tasks that may be required. The
omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a
logical assignment to the position. This job description does not constitute an employment agreement between the
employer and employee, and is subj ect to modification by the employer as the needs of the employer and/or agency
change, or requirements of the position change.
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Current Range
Approved Effective
3127/07 4129107
Position Name Low High
Accounting Clerk 1 32,323 45,575
Administrative Assistant 35,898 48,690
Administrative Secretary 36,032 48,395
Assistant City Administrator 65,290 90,688
Chief of Police 73,310 97,176
City Administrator 85,201 113,788
City Engineer 63,807 88,587
City Parks Designer 41,000 57,000
Civil Engineer 56,966 78,548
Community Development Director 72,000 95,692
Community Relations Officer 50,293 70,410 Approved 3/13/07 Replacing Community Relations Mgr
Director of -Public Works 69,111 91,841
Engineering Administrative Assistant 37,496 51,865
Engineering Technician 44,191 55,290
Executive Assistant to the Police Chief 43,000 57,000 Approved 4/11/07 Replacing Police Officer Supervisor
Finance Director 68,565 92,195
Foreman 45,550 60,961
GIS Coordinator 47,494 66,264
Human Resources Manager 44,372 62,658 Approved 4/11/07 Replacing Payroll Benefits Specialist
IT Specialist 57,704 80,786
Janitor 30,192 42,820
Maintenance Worker 1 33,280 44,145
Maintenance Worker II 36,892 51,081
Operator 40,215 52,748
Parks and Recreation Director 69,480 90,520
Police Lieutenant 62,181 84,472
Police Records Clerk 28,816 42,820
Police Records Supervisor 34,096 48,172
Police Sergeant 57,295 73,001
Program Supervisor 32,085 51,383
Receptionist 27,539 37,037
Recreation Coordinator 32,085 51,383
Senior Accounting Clerk 36,410 49,342
Senior Engineering Technician 45,338 63,641
Senior Planner + 43,849 62,044
Superintendent of Parks f 46,500 70,000
Superintendent of Recreation 43,458 66,476
Urban Planner 41,000 57,000
Utility Billing Clerk 30,954 42,820