Administrative Coordinator - Police

The Administrative Coordinator - Police provides executive level support services for Police Department Administration functions.    

Scope of Impact:

The duties and responsibilities of this job are performed with latitude for independent judgment in accordance with Department and City policies, Federal, State and Local regulations and are based on detailed knowledge of Department operations.  Work is subject to periodic review by the supervisor, who provides approval of deliverables, and discusses assignments, priorities, and work.

• Provides executive level support to the Police Command Staff.
  • Answers questions, resolves concerns, and provides information to residents and the general public via telephone, email, mail and in person;
  • Drafts and prepares correspondence, letters, meeting minutes, multi-media presentations, proposals, and other documents;
  • Maintains records, files, and databases;
  • Maintains department calendars, coordinates meeting and event scheduling, prepares agendas, reserves and prepares meeting rooms, and takes meeting minutes;
  • Processes invoices and accounts receivable, monitors department budget, maintains agreements and contracts, manages purchasing process, and provides financial reporting;
  • Coordinates with hiring managers and Human Resources to facilitate hiring and promotional processes;  
  • Provides administrative support for project management and special event planning;
  • Conducts research and processes information for various Department services;
  • Serves as a liaison to other City departments and staff, attends City training and meetings, and stays current on relevant City systems, software, services, projects, and policies;
• Performs other duties as assigned.

Minimum Qualifications:

Requires an associate’s degree in liberal arts, criminal justice, business administration, communications, or a related field and three years’ work experience in administrative support or related field.  

Desired Qualifications:

Additional desired qualifications include a bachelor’s degree, prior experience in a law enforcement or other government organization, and experience providing executive level support.  

Knowledge, Skills and Abilities Required for Successful Job Performance:

• Excellent Microsoft 365 skills including SharePoint, Teams, Word, Excel, Outlook, and PowerPoint;
• Knowledge of and ability to operate office software including records management and enterprise resource planning applications;
• Ability to efficiently learn how to use new software applications and other technologies;
• Ability to perform work requiring a high degree of concentration, judgment, attention to detail, time management, and organization;
• Ability to work independently and to prioritize work requests;
• Customer services skills including the demonstrated ability to build and maintain positive relationships with internal and external stakeholders;
• Excellent interpersonal and written communication skills sufficient to effectively present information, respond to questions from, and interact with a wide variety of audiences;  
• Ability to read, understand, interpret, and analyze varied work-related information, documents, policies, spreadsheets, budgets, and other business materials;  
• Demonstrates a high standard of conduct and work performance including confidentiality and privacy requirements of the Department;
• Knowledge of City and department policies, procedures, and practices;
• Knowledge of data privacy laws and ability to maintain highest confidentiality when dealing with sensitive or private information;

• Knowledge of the functions and responsibilities of City Departments, staff, and key community members; 

Physical and Mental Requirements:

Physical effort is light for the majority of work with lifting or carrying limited to 25 pounds intermittently.  Report preparation and writing at times requires extended use of a keyboard.  Work interruptions are frequent.

Working Conditions:

Most work is performed in a normal office environment.  The job may involve dealing with and calming individuals who are emotionally charged over an issue.  Must be available to work occasional evening and weekend hours to accommodate meetings or special events.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.  All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required.  To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.  The City retains the discretion to add duties or change the duties of this job at any time.

Salary : $33 - $41