Police Administrative Assistant

Administrative Assistant

Are you the kind of person who loves to help others and would jump at the opportunity to help make their community a better place to live and work? Are you the kind of person who thrives working as a member of a team to overcome challenges and solve problems? Are you looking for an opportunity to develop your skills and embark on a rewarding career? Then YOU just might be who we are looking for...

Job Title : Administrative Assistant

Employee Type : Full Time

Department : Police Department

Reports To : Chief of Police

FLSA Status : Non-Exempt

Salary : $50,960.00 - 54,787.20 DOQ

Position Purpose : Under the supervision of the Chief of Police, this position shall perform various general secretarial and clerical support duties; provide word processing and data entry support; and provide general information and assistance to City staff and the public. Duties of this position are varied and require considerable knowledge of department operations, policies, and procedures; office and information management systems; and shall perform all other related work as required.

Essential Duties :

• Provides initial contact with the public for callers contacting the police department administrative division over the telephone and in person; determines the nature of the contact; provides factual information regarding services, policies, and procedures, takes messages, or directs the caller to the proper individual or agency.
• Schedules appointments and meetings for the Chief of Police.
• Provides support to other police department staff as needed.
• Processes department's payroll records, verifying regular, overtime and leave; forwards data to the City Clerk for payroll preparation after approval by the Chief of Police.
• Maintains time and leave records for police department staff.
• Performs administrative and manual work related to the acceptance, preservation, safeguarding, and disposition of found, recovered, or evidentiary property in accordance with law and Departmental policy and procedures.
• Prepares correspondence, forms, purchase orders, labels, and specialized documents from drafts, notes, previous documents, or brief instructions, using a word processor, spreadsheets, or typewriter.
• Strong skills in the various MS Office products (Word, Excel, Powerpoint, etc.) a plus.
• Proofreads and checks materials for accuracy, completeness, compliance with departmental and City policies, and correct English usage, including grammar, spelling, and punctuation.
• Establishes and maintains office files; researches and compiles information from such files and purges or transfers files as required.
• Prepares monthly or yearly reports relating to police department activities for distribution to the City council and / or City staff.
• Serves as the department's point of contact with the State agencies that manage the CJIN (Criminal Justice Information Network) and MTIBRS (Montana Incident-Based Reporting System) systems.
• Serve as the Terminal Agency Coordinator (TAC) for the department, and ensure departmental compliance with CJIN requirements, including updating CJIN training with department staff.
• Maintains and safeguards personnel background files in accordance with law and Departmental policies and procedures.
• Processes incoming and outgoing mail.
• Process purchase requisitions and orders as needed.
• Orders and maintains an inventory of office supplies for the police department.
• Operates a variety of standard office equipment, including a computer, copier, facsimile equipment, a centralized telephone system, and a two-way radio.
• Attend police department staff meetings as directed for maintaining a record through minutes of discussions and directions.
• Prepare and schedule travel arrangements for police department personnel for training, conferences, etc.

Required Knowledge, Skills and Abilities : Knowledge of standard office practices and procedures, including the operation of standard office equipment. Business arithmetic. Business letter writing and the standard format for correspondence and reports. Correct English usage, including spelling, grammar, and punctuation. Computer application