Administrative Assistant to the Chief of Police

Performs a high level of confidential administrative support to the Chief of Police and is responsible for professional, comprehensive, organizational, administrative, and technical support for the police department.
Works to enhance the operational efficiency of the department to accomplish the department’s mission and goals requiring an advanced level of skills and experience.
Serves as a primary point of direct contact with the public and liaison with other city departments, individuals, and external entities.

• CATEGORY:  PURCHASING
  • Research and select vendors for best product, pricing, and service
  • Make recommendations on the purchase/lease of office equipment
  • Purchase office supplies for the office and monitor inventory
  • Purchase janitorial supplies for the building
  • Order officer uniforms, gear, and equipment and monitor inventory
  • Order first aid supplies and equipment and monitor inventory
  • Track receipt of all incoming supplies/equipment
  • Maintain copier contract with VBM
• CATEGORY:  FINANCE
  • Validate invoices, determine/assign appropriate GL code, process for payment, and maintain records
  • Routinely review expenses vs. budget to ensure tracking appropriately
  • Identify expenses that are eligible for reimbursement, submit required paperwork to appropriate agency, and follow-up until payment received (i.e., SART reimbursements with State of Alaska, ballistic vest reimbursement with Department of Justice, SRO expenses with Mat-Su School District, and certain dispatch training with Mat-Su Borough)
  • Assist in annual budget process with Chief of Police
  • Maintain and administer petty cash account
  • Prepare monthly credit card expense reports with supporting documentation and assign correct GL codes
• CATEGORY:  HUMAN RESOURCES/EMPLOYEE RECORDS
  • Maintain database with employee information
  • Submit all required paperwork to APSC (Alaska Police Standards Council) per regulations on a timely basis
  • Coordinate performance evaluations: forward necessary paperwork to supervisor and ensure they are submitted to HR on a timely basis; keep record of performance evaluation dates/pay rates
  • Maintain electronic employee files to include job offers, applications/testing, performance evaluations, APSC forms, etc.
  • Prepare employee workers’ compensation and city forms upon accident or injury; submit subsequent records to Human Resources and maintain files
  • Maintain record of Administrative Investigations and submit findings to Human Resources
  • Track employee overtime hours/rate and submit report to Chief on a periodic basis
  • Coordinate employee training to include registrations, travel arrangements, per diem/day travel requests, and itineraries
  • Ensure certifications are received and copies provided to APSC (as appropriate), Human Resources, and employee training file
  • Maintain employee training database and files
• CATEGORY:  HIRING
  • Maintain record of all applicants in detail including test results, outcomes, communications
  • Contact applicants to schedule all testing appointments including initial pre-employment screening tests, oral board interviews, psych exams, polygraph exams, physicals, and hearing exams
  • Conduct applicant testing (or arrange for test proctor for out of state applicants)
  • Ensure all required forms are completed by applicants
  • Schedule and coordinate oral board interviews
  • Sit on oral board and provide feedback
  • Maintain electronic file of all applicant paperwork
  • Respond to requests for applicant status from other police agencies
  • Notify applicants of outcomes
• CATEGORY:  NEW EMPLOYEE ON-BOARDING
  • Arrange for new employee access to computer and email accounts plus fuel account (provide notifications upon terminating)
  • Obtain new employee phone extension/train on how to use phone system
  • Obtain new employee paperwork (cell phone stipend, emergency contact)
  • Order new employee business cards and office or desk nameplates
  • Set up (and remove) access to secure storage building with security system
  • Order officer uniforms, patches, pins, coats, hats, and equipment as needed
  • Coordinate patch sewing and uniform alterations
• CATEGORY:  STATISTICAL REPORTING
  • Quarterly AMCO (State of Alaska Alcohol and Marijuana Control Board) statistics
  • Monthly/quarterly/annual patrol statistics
  • Maintain individual officer statistics
  • Research CAD and respond to misc. requests for statistical information
• CATEGORY:  ADMINISTRATIVE SUPPORT
  • Provide confidential administrative support to the Chief of Police to include managing the schedule/calendar, screening and handling of telephone communications and visitors, gathering information, and preparing reports, drafting, and responding to correspondence, and special projects (i.e., creating staffing study, compiling data/drafting reports, and participating in departmental planning, etc.)
  • Create forms utilized by the department
• CATEGORY:  COMMUNITY RELATIONS
  • Coordinate department participation in annual Colony Days event and represent the department during event
  • Assist in Neighborhood Watch Program
  • Coordinate Rowland Memorial Scholarship program
  • Coordinate annual Trick-or-Treat Street department participation and purchase candy/supplies; represent department during event
  • Order stickers, coloring books, Eddie Eagle materials, bike safety booklets, and other similar materials for community use
• CATEGORY:  RECORDKEEPING
  • Maintain record of equipment assigned to each officer
  • Track false alarms
  • Bicycle registrations
  • Maintain vendor list
  • Maintain after-hours emergency contact information for Palmer businesses
  • Track reserve officer hours and training
  • Maintain list of office equipment, serial numbers, warranty information, etc.
  • Track monthly electrical usage in Dispatch and report quarterly
• CATEGORY:  PUBLIC ASSISTANCE
  • Assist the public in the lobby and over the telephone
  • Issue animal licenses (see below for further)
  • Process permit requests (road closure, special activity, catering, and noise permits)
  • Return property to owners as directed by Evidence Custodian
  • Coordinate the gas voucher program with St. Lutheran Church
• CATEGORY:  MISC. ADMINISTRATIVE DUTIES
  • Maintain and publish employee phone list, important number reference sheets, and employee birthday list
  • Design and create employee ID badges for police department employees as well as other city employees and city-licensed solicitors
  • Distribute incoming mail and packages and take outgoing mail to other city departments and/or post office or UPS store
  • Respond to requests for scheduling range time
  • Create annual range calendar
  • Submit employee notary applications to the state, obtain notary bonds, and purchase notary stamps
  • Organize annual Christmas party and misc. employee celebrations throughout the year
  • Maintain AED units for the department to include keeping current pads and batteries in units, maintain list of units/assignments
  • Pick up orders from UPS Store, have key copies made, post office, DMV, State Farm, and make local purchases (food, batteries, etc.)
  • Pick up/drop off vehicles as requested
  • Obtain signatures from other city/borough departments
  • Coordinate quarterly carpet cleaning
  • Assist Evidence & Records Custodian with projects as needed
• CATEGORY:  ANIMAL LICENSING
  • Issue animal license tags, obtain applicable form, proof of rabies vaccination, and collect fee
  • Maintain animal license listing (hard copy and electronic) for access by officers/dispatchers
  • Send out quarterly reminders of expired licenses
  • Upon Chief determining an animal as dangerous or vicious, create packet of information to be provided to the owner along with Chief’s determination letter; ensure prompt delivery by an officer; maintain listing of dangerous/vicious animals; follow-up on actions as directed by Chief (i.e., license requirements, insurance requirements, proof of dog obedience class)
• CATEGORY:  DEPARTMENT VEHICLES
  • Maintain list of department vehicles
  • Send updated vehicle list to Public Works to include officer contact information
  • Obtain new vehicle registrations and license plates
  • Ensure all vehicles maintain current registration and insurance
  • Track vehicle mileage

• High school diploma or equivalent
• Minimum of two years of office experience, however, five years of secretarial/administrative experience, with at least two years in direct support of a manager or executive is preferred.
• Comprehensive knowledge of computer programs (including Microsoft Word, Excel, and Outlook) and office principles and procedures
• Ability to type at a minimum speed of 40 wpm. Must submit certification with application.
• Highly motivated self-starter with ability to work independently
• Ability to communicate accurately and effectively, both verbally and in writing, and respond in a timely, efficient manner
• Strong organizational skills with ability to multi-task and effectively prioritize work
• Ability to handle highly confidential and sensitive information (both internal and external) while maintaining strict confidentiality
• Demonstrate a professional, courteous, and tactful demeanor at all times
• Ability to assess situations accurately and take prompt, appropriate action
• Ability to analyze and interpret financial and statistical data and prepare related reports
• Ability to establish and maintain effective, positive working relationships with department co-workers, other city departments, external entities, and the public in general while providing excellent customer service
• Ability to understand city municipal code and department policies and procedures
• Ability to obtain/maintain APSIN clearance
• Alaska driver’s license

THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK BEING PERFORMED BY PERSON(S) ASSIGNED TO THIS POSITION. THEY ARE NOT INTENDED TO BE AN EXHAUSTIVE LIST OF ALL DUTIES, RESPONSIBILITIES AND SKILLS REQUIRED OF PERSONNEL IN THIS POSITION.  ALL REQUIREMENTS ARE SUBJECT TO POSSIBLE MODIFICATION TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES.

Salary : $20 - $33