Office Coordinator (Class III Advanced)

Job Title: Office Coordinator (Class III Advanced)

GENERAL PURPOSE:
 Performs a combination of administrative, clerical, and technical functions to support the Police Department. The position is responsible for ensuring efficient office operations, managing sensitive information, assisting with law enforcement-related activities, supporting victims of crime through advocacy, and overseeing departmental processes such as reporting, budgeting, and record-keeping.

SUPERVISION RECEIVED:
Under general supervision, reports to the Police Administrative Sergeant.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Administrative and Clerical Support:
  • Prepares and processes various reports, including incident reports, financial documents (such as purchase orders, budget reports, and payroll), and other departmental paperwork.
  • Assists with the management and maintenance of departmental records and filing systems, ensuring compliance with all regulations and policies.
  • Coordinates and supports the preparation of monthly reports, including summaries of department activities, overtime records, and other operational updates.
  • Assists with budget preparation, tracking expenditures, and processing invoices for departmental needs.
  • Ensures timely and accurate entry of data into reporting systems and supports the preparation of necessary documentation for internal and external use.
  • Provides exceptional customer service to internal and external stakeholders by answering calls, directing inquiries, and assisting with requests.

• Law Enforcement-Related Activities (Class III Duties):
  • Performs limited law enforcement duties such as maintaining order at public events, assisting with prisoner transport, and providing court security as needed.
  • Supports law enforcement officers by assisting with bond hearings, affidavit preparation, and other related duties.
  • Transcribes statements and prepares necessary documentation for investigations and court proceedings.
  • Assists the TAC Officer by running criminal histories and performing background checks as required.
• Victim Advocacy:
  • Provides support and assistance to victims of crime by explaining their rights, available resources, and services.
  • Assists victims in navigating the criminal justice system, ensuring they have access to appropriate services such as counseling, legal support, and community resources.
  • Coordinates with other community organizations and law enforcement agencies to ensure victims receive comprehensive services.
• Public Interaction:
  • Interacts with the public, including answering phones, greeting visitors, and providing information or directing them to the appropriate personnel.
  • Coordinates activities between officers, departments, and external agencies as necessary.
• Safety and Emergency Duties:
  • May be required to report to the City’s Emergency Operations Center during emergencies and remain on 24-hour emergency call status when activated.
  • Adheres to safety protocols, participates in safety training, and reports unsafe conditions or hazards in the workplace.
  • Other duties as assigned.

DESIRED MINIMUM QUALIFICATIONS:

• Education and Experience:
  • High School Diploma or equivalent; Associate degree in Secretarial Science or a related field preferred.
  • At least 3 years of experience in an administrative support role, preferably in a law enforcement setting.
  • Completion of the South Carolina Basic Law Enforcement Class III Training Academy and Field Training or equivalent law enforcement training preferred.
  • Any equivalent combination of experience and training which provides the necessary knowledge, skills and abilities may be considered.
• Knowledge, Skills, and Abilities:
  • Knowledge of general office functions, law enforcement procedures, police-related records management, and budgetary processes.
  • Proficient in using office equipment and computer software for word processing, spreadsheets, and database management.
  • Ability to handle confidential and sensitive information with discretion.
  • Strong written and verbal communication skills, with the ability to prepare clear reports and interact effectively with the public and other staff members.
  • Ability to manage multiple tasks efficiently and prioritize responsibilities in a fast-paced environment.
• Special Requirements:
  • Must be at least 21 years of age and possess a valid South Carolina driver’s license.
  • Must meet the department’s physical agility standards.

TOOLS AND EQUIPMENT USED:
 Police car, police radio, radar gun, taser, handgun, handcuffs, ASP, first aid equipment, personal computer (including word processing software), copier, fax, phone, and other related tools and equipment.

PHYSICAL DEMANDS:
 While performing the duties of this job, employees may frequently sit, talk, or hear. Occasional physical tasks include standing, walking, lifting and/or moving objects, and engaging in activities like stooping, kneeling, crouching, or crawling. The employee must occasionally lift and/or move more than 20 pounds. Specific vision abilities required include close vision, distance vision, and depth perception.

WORK ENVIRONMENT:
 The work environment varies from office settings to fieldwork, including occasional exposure to outside weather conditions and moving mechanical parts. The noise level is typically quiet in the office but can be loud in field situations, such as during training or emergency responses.

SELECTION GUIDELINES:
 Formal application, education, experience rating, oral interviews, reference checks, and additional job-related tests may be required.