JOB TITLE: ADMINISTRATIVE ASSISTANT

Description: The Administrative Assistant is responsible for performing administrative services for the police department.  Work includes processing information and documentation for new hires; working with crime or calls for service statistics; reconciling department expenses; responding to inquiries and requests; preparing reports and correspondence; distributing mail; maintaining and updating department files and records; brief relief duties and performing other administrative duties as assigned. 

TYPICAL ESSENTIAL DUTIES

These duties are a representative sample; position assignments may vary.

1. Receives, opens, reviews, distributes and ships mail for the department.
2. Prepares correspondence and reports.
3. Screens telephone calls.
4. Responds to inquiries and requests from department personnel and the public.
5. Assists in the preparation of reports as requested, including grant applications, expenditure reports, other governmental data calls, and surveys.
6. Ensures that all necessary forms for new personnel are completed and forwarded to the Nation Human Resources office for review.
7. Processes employee time and attendance records, prepares requisitions for purchase orders, processes invoices, and corresponds with vendors as needed to resolve payment issues, order supplies, or request services.
8. Tracks and monitors department expenditures and assists in preparation of an annual budget.
9. Creates, handles, stores and safeguards sensitive or confidential information.
10. Maintains and updates department files.
11. Assists with aspects of project or program management.
12. Perform other duties of a similar nature or level as required.

POSITION SPECIFIC RESPONSIBILITIES MAY INCLUDE:

Assignment of ancillary duties requiring specialized training or expertise.

Training and Experience (typically required):
A combination of education and experience sufficient to successfully perform the essential duties of the job as listed above. Previous work experience in a secretarial or administrative capacity with a law enforcement agency is preferred. High school diploma is required, an Associate degree or higher is preferred.

Licensing or Certification Requirements may include:

• Current state-issued Driver’s License
• Must be a U. S. citizen

Knowledge Requirements (at entry):
Knowledge of:

• Proficiency using Microsoft Office products (Word, Excel, PowerPoint, Outlook, Teams, OneDrive)
• Proficiency using Google Workspace products (Gmail, Drive, Docs, Sheets, Meets, Maps, Slides)
• Applicable laws, rules and regulations
• Data-driven operations
• Community oriented policing practices

Required Skills (at entry):
Skill in:

• Interpreting and applying laws, rules and regulations
• Analyzing complex requests for data
• Balancing multiple priorities
• Recordkeeping and bookkeeping
• Customer service
• Safeguarding sensitive or confidential information
• Communications and interpersonal abilities as applied to interaction with coworkers, supervisors, or the public that is sufficient to exchange or convey information and to receive work direction.

Physical Requirements:

Minimal physical demands are required to perform most work.  The work principally involves sitting, with intermittent periods of stooping, walking, and standing.  May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds. Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment. Visual demands require routinely creating and reading documents or data for general understanding and analytical purposes and viewing a computer monitor and other office equipment.

Incumbents may be subjected to irregular work hours or workspace restrictions. Limited travel may be required.

NOTE: The above job title and description is intended to represent only key areas of responsibility; specific position assignments will vary depending on department needs.