Job Description

Posting number: 202601274

Department: POLICE PATROL

Job classification: POLICE PATROL ADMINISTRATIVE ASSISTANT

Posting type: Open

Categories: Administration, Administrative Assistant, Law Enforcement

Summary

Under the general direction of the Police Captain assigned to the Patrol Division, the Police Patrol Administrative Assistant provides comprehensive administrative, clerical, and organizational support to the Patrol Division and Police Department command staff. This position assists with coordinating departmental administrative operations, maintaining confidential information, budgeting and purchasing processes, training records, policy management, accreditation activities, grant administration, statistical reporting, and written and verbal communications.

The position serves as a key administrative liaison between the Police Department, City departments, elected officials, outside agencies, vendors, and members of the public. Duties require exceptional organizational skills, professionalism, discretion, attention to detail, and the ability to manage sensitive and confidential information.

Examples of duties

• May serve as the backup to administrative assistants located in other division of the Police Department
• May assist in the accreditation process and aid in records management
• Provides administrative support to the Patrol Division Captain, Chief of Police, and other command staff as assigned.
• Maintains calendars, appointments, meetings, deadlines, and administrative commitments.
• May assist in the accreditation process and assist in records management.
• Prepares correspondence, memoranda, reports, spreadsheets, presentations, forms, policy documents, and executive summaries.
• Receives, reviews, organizes, and distributes correspondence and administrative information.
• Maintains organized electronic and physical filing systems for departmental records.
• Tracks assignments, projects, deadlines, requests, and administrative initiatives.
• Coordinates meetings and administrative activities involving department personnel, City officials, outside agencies, and community partners.
• Maintains records relating to employee assignments, leave, overtime, training, certifications, evaluations, and employment status changes.
• Assists with the preparation and processing of personnel action forms and related documentation.
• Maintains organizational charts, contact directories, staffing rosters, and departmental reference materials.
• Tracks employee evaluations, probationary periods, training requirements, certification dates, and personnel-related deadlines.
• Coordinates documentation associated with promotions, transfers, special assignments, and other personnel actions.
• Ensures confidential personnel information is handled appropriately and disclosed only to authorized individuals.
• Acts as a timekeeper for the division with current City time and attendance software.
• Processes purchase requisitions, purchase orders, invoices, and related financial documents.
• Assists with grant administration, reimbursement requests, and related financial reporting.
• Prepares reports, spreadsheets, summaries, and statistical information for command staff.
• Maintains administrative records required by department policy, City regulations, and accreditation standards.
• Maintains records associated with departmental programs, projects, and special initiatives.

The duties listed above are intended only as illustrations of the various types of work that may be performed. 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.

NON-ESSENTIAL DUTIES

May serve on various employee committees, as required and assigned.

PERFORMANCE EXPECTATIONS

The Police Patrol Division Administrative Assistant is expected to:

• Maintain a high level of professionalism, integrity, and confidentiality.
• Provide reliable, timely, and professional executive administrative support to department leadership.
• Maintain accurate and organized records and documentation.
• Demonstrate initiative, accountability, and attention to detail.
• Communicate effectively and professionally with all stakeholders.
• Exercise sound judgment when handling sensitive information.
• Support departmental goals, strategic initiatives, accreditation efforts, and organizational effectiveness.
• Foster a respectful, professional, and service-oriented work environment.
• Comply with all City and Police Department policies and procedures.
• Demonstrate dependability, adaptability, and commitment to public service.

Qualifications

Education and Experience

• Graduation from high school or GED equivalent required.
• Three (3) years of progressively responsible administrative, executive assistant, or office management experience preferred.
• Experience in municipal government, public administration, or a law enforcement environment preferred.

Skills, Knowledge and Abilities

• Knowledge of Standard Microsoft Software.
• General knowledge of accounting principles preferred.
• Ability to communicate effectively with citizens in order to resolve complaints or conflicts.
• Ability to perform duties with a high degree of attention to detail with a high degree of accuracy.
• Ability to establish and maintain effective working relationships with Police staff, various other agencies and general public.

LICENSING AND CERTIFICATIONS

• Valid state issued driver’s license required.
• Ability to obtain Notary public certification within one year from date of hire.
• May be required to obtain access credentials for law enforcement and City information systems as necessary for assigned duties.

SUPERVISION RECEIVED

Works under the general supervision of the Patrol Captain and Patrol Division’s chain of command

SUPERVISION EXERCISED

None

Supplemental information

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.

May require lifting up to 25 pounds.

While performing the duties of this job, the employee is frequently required to sit, stand, talk and hear.

Specific vision abilities required by this job include close vision 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.

The position may occasionally require work outside normal business hours, including evenings, weekends, holidays, emergencies, major incidents, special events, audits, inspections, or other circumstances requiring administrative support.

The office environment is a high traffic area that is moderate to noisy.