Police Administrative Assistant

$41,600 - $49,920/Yr

City Of Leon Valley - San Antonio, TX

Full-time - Entry Level

San Antonio, TX

Administration of Housing Programs, Urban Planning, and Community Development

About the position

The Police Administrative Assistant position at the City of Leon Valley is a full-time role that operates under the general supervision of the Assistant Police Chief. This position is pivotal in managing front-desk operations and assisting with both clerical and technical functions within the police department and its Records Division. The individual in this role will serve as the Administrative Assistant to both the Police Chief and the Assistant Police Chief, necessitating a high level of proficiency and thoroughness in their work. The successful candidate will be expected to demonstrate excellent customer service skills through various communication channels, including telephone, email, and in-person interactions, all within a fast-paced environment. The role requires a qualified individual to manage records retention and requests for police reports, incident reports, and crash reports. This includes collecting, retrieving, and responding to open records requests in accordance with the city's records management policy, as well as accurately uploading data into the JustFOIA system. The candidate must possess a strong understanding of records management principles and practices, ensuring compliance with applicable laws such as the Texas Local Government Code and the Texas State Library and Archives Commission regulations. Additionally, the position involves managing non-emergency police department phone calls, handling complaints, and referring calls to the appropriate personnel. Moreover, the Administrative Assistant will assist in the preparation and administration of the police department's annual budget, which includes managing monthly billings, bi-weekly payroll, and weekly accounts payable. The role also encompasses various secretarial functions that require discretion and specialized knowledge, such as maintaining the appointment calendars for the Police Chief and Assistant Chief, preparing reports, maintaining statistical records, sorting department mail, and managing inventory of supplies. The individual will also assist in compiling and preparing informational data and documents for city council and other board meetings as requested by the Police Chief.

Responsibilities

• Manage records retention and requests for police reports, incident reports, and crash reports.
• Collect, retrieve, and respond to open records requests following the city's records management policy.
• Upload accurate data into the JustFOIA system.
• Comprehend and apply records management principles, practices, and methods in accordance with applicable laws.
• Manage non-emergency police department phone calls, including complaint calls and routine traffic calls.
• Assist in the preparation and administration of the police department's annual budget, including monthly billings, bi-weekly payroll, and weekly accounts payable.
• Perform secretarial functions requiring discretion and specialized knowledge, including maintaining appointment calendars and preparing reports.
• Compile, prepare, and input informational data and documents into the agenda system for city council and other board meetings.

Requirements

• Over two (2) years of administrative experience with a law enforcement agency.
• Over one (1) year of Local Government Records Management experience, including compliance with retention schedules and open records requests.
• Knowledge and practice of Texas Public Information Act Laws and Procedures.
• Knowledge of basic operational, technical, and office processes, including Microsoft Word, Excel, and PowerPoint.
• Knowledge of Texas State Library and Archives Commission Records Management Retention Schedule for Records of Public Safety Agencies.
• Working knowledge of JustFOIA Public Records Management Software.
• Bilingual in English and Spanish.
• Knowledge and understanding of Texas Open Meetings Act.

Nice-to-haves

• Experience in a fast-paced environment.
• Strong organizational skills.
• Ability to work independently and as part of a team.

Benefits

• Full-time employment with competitive hourly pay ranging from $20 to $24.
• Opportunity to work in a supportive and community-focused environment.