Administrative Assistant - Police Department

Overview:
Provides a variety of administrative, clerical, and technical support services to the Police Department. Responsible for maintaining departmental records, managing office operations, and serving as a key point of contact for internal staff and the public. This position requires attention to detail, initiative, and a high degree of confidentiality.
 
Essential Duties and Responsibilities:

• Provides professional administrative support to the Police Chief and department leadership.
• Serves as the primary point of contact for public inquiries, processes complaints, and provides accurate information regarding department services, policies, and procedures.
• Prepares, edits, and maintains complex reports, correspondence, meeting minutes, and confidential case-related documents.
• Coordinates and processes departmental purchasing, manages petty cash, and reconciles monthly statements, and assists with budget tracking.
• Oversees the maintenance and organization of police records, files, and open records requests in compliance with the Texas Public Information Act.
• Coordinates and processes requests for body-worn camera footage in accordance with state law and departmental policy.
• Updates and maintains departmental content on the City website and internal systems to ensure timely and accurate public information.
• Maintains inventory and procures supplies, uniforms, equipment, and tracks vendor orders and services.
• Schedules and organizes departmental events, training sessions, and public safety outreach programs.
• Supports special projects, research assignments, and data reporting needs as assigned by the Police Chief or designee.
• Issues pet licenses and notarizes documents as needed.
• Other duties as assigned.

• High School Diploma or GED equivalent.
• Three (3) years of administrative support experience in law enforcement or municipal government, or a related field.
• Must be a current Texas Notary Public or obtain Texas Notary certification within six months of employment.
• Valid Texas Class C Driver’s License.

• Associate degree or higher in business administration, criminal justice, or a related field.
• Prior experience working in a law enforcement or public safety environment.
• Familiarity with police records management systems, (e.g. RMS/CAD) and open records processing software.

• General principles of public administration and law enforcement support operations.
• Modern office procedures and recordkeeping practices.
• Financial processes such as petty cash and purchasing coordination.
• Texas Public Information Act requirements related to police records and open records request.

• Communicate clearly and effectively, both verbally and in writing.
• Maintain confidentiality and handle sensitive information with discretion.
• Organize, prioritize, and manage multiple tasks and deadlines.
• Perform basic mathematical calculations, reconcile accounts, and carry out routing bookkeeping tasks.

• Customer service and professional communication.
• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Operating office equipment including computers, fax machines, copiers, and scanners.
• Maintaining digital and paper records.

• Regularly requires counting, sitting, talking, hearing, seeing, standing, walking, use of and ability to operate office equipment. 
• May require occasional, lowering, pushing, or pulling of 10 – 25 lbs. and occasionally up to 50 lbs.

• 95% of work will be performed indoors at the office.
• 5% of work will be performed outdoors or in the field.
• Subject to outside weather conditions