2024-A Police Administrative Assistant (8/2024)

$39,398 - $39,398/Yr

City Of Prattville

Full-time - Entry Level

Executive, Legislative, and Other General Government Support

About the position

The Police Administrative Assistant position is a vital role within the Police Department, primarily providing comprehensive administrative, technical, and secretarial support to the Police Chief. This position is responsible for managing sensitive information, preparing various documents, and ensuring the smooth operation of the department's administrative functions. The successful candidate will contribute significantly to the efficiency and effectiveness of police operations, which is crucial for maintaining public safety and community trust. The role is classified as non-exempt under the Fair Labor Standards Act (FLSA), indicating that it is eligible for overtime pay. The essential functions of this position include a variety of administrative support duties, which account for approximately 60% of the role. This includes preparing and handling sensitive documents, maintaining the Police Chief's calendar, scheduling appointments, and coordinating special events. The assistant will also be responsible for screening and routing calls, providing information to the public, and assisting with hiring and promotional processes within the department. Additionally, the role involves records management duties, which make up about 30% of the responsibilities, including accessing data and generating reports. The remaining 10% of the duties involve maintaining departmental files, distributing mail, assisting other departments, and supporting special community events as needed. The position requires a high level of confidentiality and the ability to manage multiple tasks efficiently while dealing with the public and other city departments. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to work under moderate stress while maintaining a professional demeanor.

Responsibilities

• Prepares and handles sensitive information, including letters, reports, and other documents for the Police Chief.
• Maintains and updates the calendar for the Chief of Police; schedules and arranges appointments, meetings, and special events as required.
• Coordinates the permit process for special events.
• Screens and routes telephone calls and incoming correspondence to the Chief of Police; provides information and assistance; refers to appropriate personnel.
• Coordinates off-duty assignments internally and externally.
• Assists with hiring and promotional processes as needed.
• Assists with personnel support duties as needed.
• Accesses data and generates reports.
• Maintains other departmental files.
• Receives and distributes mail.
• Assists other departments as needed.
• Assists with special community events as requested.
• Performs other duties as needed or assigned.

Requirements

• High School Diploma/GED.
• Two (2) years' of experience in administrative support, preferably in a municipal government.
• Knowledge of department and city policies and procedures, and relevant federal, state, and local laws and regulations.
• Knowledge of modern office practices and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of file management principles.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in the use of office equipment such as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication.

Nice-to-haves

• Experience in a law enforcement or public safety environment.
• Familiarity with community engagement and public relations activities.

Benefits

• Health insurance coverage.
• Paid holidays and vacation time.
• Retirement savings plan options.
• Continuing education opportunities.
• Overtime pay for hours worked beyond the standard schedule.