Police Administrative Manager

$92,561 - $133,362/Yr

City Of Gresham - Gresham, OR

Full-time - Mid Level

Gresham, OR

Justice, Public Order, and Safety Activities

About the position

The Gresham Police Department is currently seeking an Administrative Manager to oversee and coordinate the efforts of professional administrative support staff and office operations. The ideal candidate will be highly motivated, organized, and will have extensive experience, including budget management and strong communication skills. They must be capable of managing and executing the work necessary to fulfill the department's various needs and projects effectively. The role involves supervising 8 full-time employees and managing a budget of approximately $1.6M, as per the 2024-2025 approved budget. This new position within the Police Department reports directly to the Administration Services Captain. In this role, the Administrative Manager will provide day-to-day supervision of the police department's professional administrative staff, including administrative assistants, records specialists, and services administrative analyst positions. Responsibilities include planning, prioritizing, assigning, supervising, and reviewing subordinate work, developing and revising work processes, establishing work schedules, managing employee overtime, and providing or coordinating staff onboarding and maintenance training. The manager will also be responsible for monitoring performance to meet goals and objectives, authoring and delivering employee reviews, assisting with ongoing department accreditation, and providing budgetary input. The Administrative Manager will oversee fundamental functions of area-specific responsibilities, such as processing information requests, records management, state reporting, and responding to inquiries from other departments. They will support budget management by participating in data collection, organizing budget materials, and monitoring expenditures. The role also includes procurement card processing, assisting with internal and external investigations, monitoring inventory, and coordinating with outside vendors for equipment and supply needs. Additionally, the manager will serve as the liaison between the department and HR for all non-sworn position and employee issues, including recruitment and hiring activities. Another key responsibility is facilitating and monitoring employee certification and clearance needs, which includes scheduling and facilitating access control checks, trainings, and certifications to ensure compliance with local, state, and federal requirements. The manager will track and coordinate employee onboarding and continued employment permissions, assist employees with training application processes, and audit annual training and reporting requirements. In times of higher activity, the manager may also perform day-to-day subordinate staff duties as needed.

Responsibilities

• Providing day-to-day supervision of the police department's professional administrative staff.
• Planning, prioritizing, assigning, supervising and reviewing subordinate work.
• Developing and revising work processes.
• Establishing work schedules and managing employee overtime.
• Providing and/or coordinating staff onboarding and maintenance training.
• Managing performance and working with staff to mitigate deficiencies.
• Monitoring performance to meet goals and objectives.
• Authoring and delivering employee reviews to subordinate staff.
• Assisting with ongoing department accreditation.
• Providing budgetary input.
• Overseeing fundamental functions of area-specific responsibilities such as processing information requests and records management.
• Responding to inquiries from other departments, divisions, and work groups.
• Providing support for budget management, including participation in data collection and monitoring expenditures.
• Overseeing one or more budget line items or program expenditures.
• Monitoring inventory and coordinating with outside vendors for equipment/supply needs.
• Serving as the liaison between the department and HR for non-sworn position and employee issues.
• Tracking and coordinating employee onboarding and continued employment permissions.
• Assisting employees with department training application processes.
• Tracking and auditing annual state and federal training and reporting requirements.
• Performing day-to-day subordinate staff duties as needed.

Requirements

• Bachelor's degree.
• Three (3) to six (6) years of experience in administrative or clerical roles, involving the management of people and operations in an office or similar settings.
• Any combination of seven (7) to ten (10) years of education and experience which provides the required knowledge, skills, and abilities to perform the essential duties of the job is qualifying.
• Required to obtain LEDS Certification within three months of employment.
• Must obtain and maintain a Notary License from the State of Oregon.

Nice-to-haves

• Understanding of the principles and practices of employee supervision.
• Familiarity with the principles and practices of leadership.
• Awareness of the principles and techniques for working with groups and fostering team interaction.
• Capability to assist in the development and implementation of goals, objectives, practices, policies, procedures, and work standards.
• Skill in identifying problems, researching and analyzing relevant information, and developing and presenting recommendations and justifications for solutions.
• Proficiency in preparing clear, effective, and accurate communications, including reports and correspondence.
• Competence in effectively using computer systems and software applications such as Microsoft Suite.
• Collaborative skills to establish effective relationships across the organization and with external partners.
• Practical application of skills and knowledge with sound judgement and decision making.
• Inventive mindset to seek new ideas and approaches.
• Nimble adaptability to reflect organizational and community changes and expectations.
• Understanding of equity and inclusion principles.

Benefits

• Salary range of $92,561 - $133,362 per year.
• Full-time position with benefits.