Administrative Coordinator - Police

Position Description

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.

Essential Functions

• 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.

Qualifications

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.

Supplemental Information

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.

Full time Employee Benefits:
The City of Edina offers a competitive benefits package and uses a “cafeteria plan” model, which gives the employee a monthly sum of money and allows them the flexibility to choose how to spend it on the various benefits offered. All insurance coverage takes effect the 1st of the month following date of employment.

• Medical: 9 plans to choose from through Health Partners. All individual plans are fully covered and have leftover money towards other benefits. Family health insurance is also low cost and high quality.
• Dental: 2 plans to choose from through Health Partners depending on your dental needs.
• Vision: Supplemental Vision plan for glasses and contacts
• Long & Short-Term Disability: All full-time employees receive Long Term disability at no cost, with an option to purchase short term disability.
• Life insurance: All full-time employees receive a $20,000 Basic Life policy at no cost, with an additional buy up option.
• Retirement: All public employees are required by the State to participate in the Public Employees Retirement Association (PERA). 6.5% of the employee's gross wage or salary is matched with a 7.5% contribution from the City. Some Police and Fire employees are mandated to participate in PERA at a rate of 11.8% of their gross wage or salary, matched by 17.70% contribution by the City. 457 Deferred Compensation plans are also available.
• Supplemental Accident, Critical Illness and Hospital Care plans
• Employee Assistance Program (EAP): Free and confidential service for all employees and their families

• Paid vacation is available to all regular full-time employees and begins with accruing 3.08 hours/paycheck (10 days per year). The amount increases as the years of service increase.

• Sick leave accrues at 3.69 hours/paycheck (12 days per year).
• Each regular full-time employee is eligible for 13 paid holidays during the year.

• Extended Part-time (30-39 hours/week year-round): Eligible for Health Insurance, 13 paid holidays, Retirement, and Employee Assistance (EAP) program. Employees also accrue Paid Time Off (PTO) at 1 hour for every 30 hours worked.

• Regular Part-time (20-29 hours/week year-round): Eligible for 6 paid holidays, Retirement, and Employee Assistance (EAP) Program. Employees also accrue Paid Time Off (PTO) at 1 hour for every 30 hours worked.

• Flexible Part-time and Seasonal employees: Employees accrue Paid Time Off (PTO) at 1 hour for every 30 hours worked and are eligible for the Employee Assistance Program (EAP).

• Individual benefits may vary slightly depending on the specific position, full or part-time status or union contract.