Administrative Specialist - Police

Administrative Specialist (Police)

Are you ready to make a difference within your local community? If so, the City of Flagstaff is seeking a qualified Administrative Specialist (Police) to join our team! As the Citys newest Administrative Specialist (Police), you will actively support and uphold the Citys stated mission and values. The Police Chief Administrative Specialist provides high-level administrative support to the Police Chief and department leadership. Responsibilities include managing the Chiefs calendar and scheduling, preparing and maintaining meeting agendas and minutes, coordinating departmental travel arrangements, and processing requisitions and invoice payments. This position requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with professionalism. By applying to this position, you are opening yourself to the opportunity to work in a critical division program and make a significant impact on our employees and the community we serve.

Examples of the Work Performed :

• Provides excellent customer service to both internal and external customers, serving as the professional first point of contact for the Chiefs office.
• Manages and maintains the Chiefs calendar, schedules meetings, and coordinates logistics.
• Screens, routes and responds to inquiries and correspondence on behalf of the Chief, exercising discretion in handling confidential and sensitive matters.
• Creates, maintains, and safeguards a variety of confidential records, files, and databases.
• Prepares letters and reports from dictation, rough draft, or transcription to include proofreading for accuracy, completeness, spelling, punctuation and professionalism.
• Maintains and is responsible for all filing and purging of materials relating to the department or division.
• Prepares and distributes agendas, minutes, and supporting materials for meetings as required.
• Orders and maintains administrative supplies. Coordinates business cards, officer badges, and department-issued IDs.
• Provides notary services to the department as needed.
• May be required to take minutes of commission or board meetings and prepare the minutes in official form.
• Coordinates travel arrangements for all department staff, including lodging, transportation and registrations in partnership with the Training Coordinator.
• Supports department-wide projects, events, and administrative initiatives as assigned by the Chief or Command Staff.
• Performs other duties of a similar nature or level as required.