What are the responsibilities and job description for the Public Safety Administrative Assistant: Police Professional Standards Division position at City of McKinney, TX?
Summary
Based on expeience, our typical hrining range for this position is as follows:
TYPICAL HIRING RANGE (steps 1-3):
$42,068.15 - $44,755.85/Annual
$20.22 - $21.51/Hourly
WORKING FOR THE CITY OF MCKINNEY
Working for the City of McKinney is more than just a job; it’s a chance to make a meaningful impact in the lives of others. Proudly recognized on the Top Workplaces USA list by USA TODAY in 2024, our team is dedicated to making McKinney one of the best places to work, live, and raise a family. Join us and start making a difference today.
OUR CORE VALUES
City of McKinney employees work hard and at a very fast pace. However, we also look after and support one another. All of us are guided by four employee-inspired values – Respect, Integrity, Service, and Excellence (RISE). We are also supported by servant-based leaders who foster and support a healthy, family-oriented culture. All new employees are expected to embrace and live by our core values and commit to helping us sustain our exceptional work environment as a high performance organization (HPO).
SUMMARY OF POSITION
The purpose of this position is to provide intermediate day-to-day, multifunctional business and administrative support to divisional operations. May participate in special projects or committees as well as coordinate workflow through the division. Provides administrative support to executive level staff as needed.
Essential Functions/Knowledge, Skills, & Abilities
GENERAL EXPECTATIONS FOR ALL EMPLOYEES
In order for us to continue to achieve our primary function of making McKinney a better place to live, work, and raise a family, we hold these expectations for all employees.
- Learn and demonstrate an understanding of how team, department, and City goals are interconnected.
- Contribute to a positive work culture.
- Ability to assess his/her work performance or the work performance of the team.
- Contribute to the development of others and/or the working unit or overall organization.
- Ability and willingness to work as part of a team, to demonstrate team skills, and to perform a fair share of team responsibilities.
- Ability to continuously learn and develop through a mix of internal and external training opportunities, and if applicable, encourage subordinates to do the same.
- Police Department - Maintains a strict level of confidentiality regarding law enforcement sensitive information. Must comply with the City Code of Conduct as well as Police Department Code of Conduct and General Orders Manual.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Prepares, collects, researches, and analyzes data/statistics for monthly reports.
- Researches and presents cost comparisons for supplies and equipment as well as cost savings reports to show financial benefits to the division.
- Assists in the monitoring of division budget and individual accounts to track expenditures.
- Enters requisitions and/or makes purchases for all division equipment, maintains inventories, coordinates invoices, complete receipts processing and bill payment, and balances divisional budget tracking ledgers.
- Reconciles P-Card statements for all P-Card accounts in the division.
- Resolves issues with vendors and suppliers including billing issues.
- Processes payroll; reviews employee timesheets for accuracy and researches discrepancies.
- Handles divisional requirements for promotions, transfers & new hires, including preparing workstations, updating files, databases, and records regarding all changes in staff assignments and supervisors.
- Processes training registrations, coordinates travel arrangements and accommodations for department staff, prepares necessary forms for approval as outlined in City policies.
- Creates training rosters, produces and disseminates training orders through the Records Management System for divisional sworn and civilian personnel.
- Updates training attendance records and training documentation spreadsheet; digitally files training certificates in individual employee files in the Records Management System.
- Completes notifications to the Municipal and District courts regarding sworn personnel training to assist in facilitating the court docket scheduling.
- Prepares and catalogs documents for records retention and archiving with the city’s Records Department as well as complies with Texas State Records Retention periods.
- Serves as Liaison with IT and facilities for all divisional needs including systems and hardware issues for community workstations, updates to all email distribution changes, facility repairs and ordering & tracking of department keys for all supervisors.
- Types, prepares, transcribes, proofreads and/or completes various correspondence and reports for the division.
- Produces bi-weekly slideshow featuring pertinent officer information including division activity information as well as city-wide information.
- Provides clerical support to assist designated upper level administrative and other supervisory staff in the completion of their duties and responsibilities.
- Monitors building maintenance needs; reports building maintenance issues to appropriate building services personnel.
- Maintains conference and training rooms schedules.
- Performs customer service functions and provides information/assistance regarding City, departments or division services.
- Provides assistance or backup coverage for other employees or divisions as needed.
- Maintains confidentiality of departmental documentation and issues.
- Maintains Criminal Justice Security Awareness Certification.
- Complies with all written City policies and procedures.
- Adheres to assigned work schedule as outlined in City and department attendance policies and procedures.
- Must be able to work flexible hours when needed.
If Assigned to Police Services – Professional Standards Divisions:
- Supports School Resource Officers, Neighborhood Police Unit, Training Unit, and Background/Recruiting Unit,.
- Creates rosters for all internal training, tracks attendance, and documents hours and completion within the Records Management System.
- Responds to Open Records Requests for all employees’ training records.
- Processes and maintains secondary employment requests and renewals.
- Processes and verifies all requirements of internal assessment applications.
- Schedules any promotional testing requirements including drug screens.
- Creates and updates department phone lists and badge lists.
- Processes Collin College invoices for all departmental training.
- Ensures the department assignment board reflects real time staffing.
- Attends Meritorious Board meetings and processes all commendations and awards following meetings.
- Maintains stock of award bars and medals.
KNOWLEDGE, SKILLS, ABILITIES, AND BEHAVIORS
- Ability to embrace and embody the City's core values of Respect, Integrity, Service, and Excellence (R.I.S.E.).
- Ability to communicate effectively with peers, supervisors, subordinates, and people to whom service is provided.
- Ability to produce desired work outcomes, including quality, quantity, and timeliness.
- Ability to plan and organize work, time, and resources, and if applicable, that of subordinates.
- Must possess strong customer service skills and the ability to communicate effectively both orally and written.
- Requires familiarity with practices, policies and procedures related to police services.
- Required to complete biennial ethics training for police personnel.
- Requires the ability to calculate, compute, summate, and/or tabulate data and/or information. Includes the ability to perform subsequent actions in relation to these computational operations.
- Requires the ability to provide guidance, assistance, and/or interpretation to others on how to apply procedures and standards to specific situations.
- Requires the ability to utilize a wide variety of descriptive data and information, such as city policies, software manuals and commodity code guides.
- Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; ability to utilize principles of fractions; ability to interpret graphs.
- Requires ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
- Requires the ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.
- Requires the ability to perform skilled coordinated movements, such as operating a computer terminal, printers, fax machine and various office equipment.
- The ability to work in a team environment; contribute as a team member and treat co-workers, subordinates and customers with respect.
- Build professional relationships with internal staff and customers.
- Offer flexibility and adaptability, especially during times of change.
- Communicate effectively both orally and in writing.
Required Qualifications
MINIMUM QUALIFICATIONS
Any work related experience resulting in acceptable proficiency levels in the below Minimum Qualifications may be an acceptable substitute..
A high school diploma or GED, with excellent communication skills, both orally and in writing, are necessary. Ability to maintain confidentiality, strong ethics and customer orientation. Supplemented by three (3) years of experience and/or training involving administrative/clerical work, budget administration and typing. Must be able to obtain and maintain Criminal Justice Information Services Security Awareness Certification. Experience in using Microsoft Office software and overall basic computer skills.
CONDITIONS OF EMPLOYMENT
- Must pass a drug screen and background check.
- Must have Class C Texas Driver’s License.
Physical Demands/Supplemental
PHYSICAL DEMANDS
Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.WORK ENVIRONMENT
Dynamic environment that requires one to be sensitive to change and responsive to changing goals, priorities, and needs.
The above statements describe the general nature and level of work being performed as of the date of preparation and approval. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of the position. Employees holding this position will be required to perform any other job-related duties as requested by management. The job description does not constitute an employment agreement between the employer and employee, and all requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
The City of McKinney is an equal opportunity employer (EOE) committed to an alcohol / drug free workplace and to providing equal opportunities regardless of age, race, color, gender, religion, national origin, marital status, veteran status, disability or any other legally protected status.
The City offers a full complement of benefits:
Health Insurance
- Medical, Dental, Vision Insurance
- Health Savings Account (HSA), Flexible Spending Medical and Childcare Account (FSA)
- Mental Health Care and Employee Assistance Program (EAP)
- City-paid and Voluntary Life Insurance
- City-paid and Voluntary Long Term Disability Insurance
- Supplemental Insurance through Aflac
- Legal Services through Legal Shield
- Tuition Reimbursement (up to $10,000 per year)
- Wellness Program (earn up to $600 per year)
- Texas Municipal Retirement System (TMRS)
- Mandatory 7% employee contribution
- City match 2:1
- 5 year vesting
- Retire after 20 years of service, or age 60 with 5 years of service
- 457(b) Deferred Compensation Plans
- Paid Vacation (80 hours per year for new hires; tiered increases after 2 yrs)
- Sick Leave (135 hours per year for yourself and immediate family)
- Paid Parental Leave (80 hours for birth, adoption, or placement of a child in foser care)
- Ten Paid Holidays
- Personal Day
- Optional compensatory time for hourly employees
- Compensatory time for salaried employees
Salary : $42,068 - $44,756
