Job Title: Administrative Assistant to the Chief of Police
Department: Police Department
Employment Status: Full-Time
Reports to: Chief of Police
Classification: Civilian / Non-Sworn
Salary: $40,000 - $45,000
 
SUMMARY:
Provides confidential administrative support to the Chief of Police and daily departmental operations; manages sensitive law-enforcement, personnel, financial, and departmental information; and serves as liaison with department personnel, City departments, agencies, vendors, and the public.

ESSENTIAL FUNCTIONS
ADDITIONAL ESSENTIAL FUNCTIONS MAY BE IDENTIFIED BY THE CITY IN THE INCUMBENT’S PERFORMANCE APPRAISAL ELEMENTS.

EXAMPLES OF WORK:

• Support the Chief; manage calendars, appointments, correspondence, commitments, assignments, and deadlines; and coordinate command staff communication as directed.
• Prepare, proofread, format, distribute, and maintain correspondence, reports, memoranda, forms, policies, procedures, agendas, and other documents; receive, document, and route calls, emails, visitors, requests, and mail.
• Maintain electronic and paper filing systems for investigative, criminal justice, operational, policy, general order, contract, and agreement records.
• Assist with preparing the Mayor and Board of Aldermen meeting documentation, including agenda materials, purchasing and equipment requests, personnel matters, grants, contracts, and other departmental business.
• Maintain invoices, quotes, purchase orders, receipts, and budget records; assist with monitoring expenditures and ordering supplies, administrative materials, and equipment under City purchasing procedures, coordinating with appropriate City personnel.
• Assist with grant applications, documentation, reporting, purchasing records, reimbursements, and grant files.
• Maintain accurate, complete authorized personnel, training, certification, and professional development records; rosters, organizational charts, contact, and emergency information; and assigned equipment, vehicle, subscription, and service agreement records.
• Coordinate departmental and command staff meetings, interviews, training, appointments, and events; prepare materials and administrative notes; and assist with employee recognition, community programs, and special projects.
• Assist with arranging authorized travel, conference, and training registrations, lodging, and reimbursement documentation; assist with preparing statistical, activity, annual, budget, staffing, and other administrative reports.
• Gather and organize responsive public records as directed and route requests through the City process; maintain professional communication and relationships with City officials and personnel, law-enforcement agencies, courts, attorneys, governmental agencies, vendors, businesses, and the public.
• Exercise independent judgment in routine administrative matters; refer significant operational, personnel, legal, or policy matters to the Chief and immediately notify the Chief of significant correspondence, complaints, legal documents, personnel issues, and deadlines.
• Perform other administrative duties and special projects assigned by the Chief.

SUPERVISORY RESPONSIBILITIES:

None. The Administrative Assistant reports directly to the Chief of Police.

MINIMUM QUALIFICATIONS:

EDUCATION and/or EXPERIENCE:

Education:

• High school diploma or equivalent required.
• Associate’s degree, coursework, or professional training in business or office administration, criminal justice, public administration, accounting, or a related field preferred.

Experience:

• Administrative or executive assistance, office management, municipal government, law-enforcement support, or similar experience preferred; experience overseeing confidential information strongly preferred.

KNOWLEDGE, SKILLS, ABILITIES, AND OTHER CHARACTERISTICS

• Exercise sound judgment and discretion; remain composed and professional in difficult or sensitive situations; and recognize matters requiring immediate notification of the Chief.
• Communicate clearly, orally and in writing, and prepare accurate, professional documents.
• Organize records, prioritize assignments, meet deadlines, and work independently with accuracy and attention to detail.
• Operate computers and office equipment; use Word, Excel, Outlook, and City or departmental software; and learn records management and administrative systems.
• Follow written and verbal instructions and maintain professional relationships with employees, officials, agencies, and the public.

PHYSICAL REQUIREMENTS:

• Perform routine office tasks, including extended sitting or standing, computer and equipment use, telephone and in-person communication, filing, and occasional movement of office materials and supplies. Reasonable accommodation may be provided in accordance with applicable law.

OTHER REQUIREMENTS:

CONFIDENTIALITY

Protect sensitive, privileged, personnel, criminal justice, law enforcement, and administrative information. Access it only for assigned duties; prevent unauthorized disclosure or misuse; comply with City and departmental policies, criminal justice information requirements, and state and federal laws; and immediately report suspected unauthorized access, disclosure, loss, or misuse to the Chief.
Unauthorized disclosure or misuse may result in discipline, up to and including termination, and other penalties provided by law.

PROFESSIONAL STANDARDS

Maintain professional appearance and conduct; honesty, integrity, and reliability; respectful treatment of employees and the public; punctuality; and dependable attendance. Follow the chain of command and applicable City and departmental policies and procedures.

WORK ENVIRONMENT:

Office and law-enforcement setting with possible exposure to sensitive situations, distressed members of the public, criminal justice information, and law-enforcement activities. Meetings, training, ceremonies, community events, and departmental functions may occur outside normal business hours.

DISCLAIMER

This description outlines the general nature and level of work and is not exhaustive. The Chief and City may amend or assign duties consistent with departmental needs and applicable law.

Please submit applications/resumes to  barry.hale@gluckstadt.net.