Administrative Assistant - Police

Revised: 9/5/2024

Position Title:

Administrative Assistant Police

FLSA Classification:
Non-Exempt

Salary Grade: 8

Reports To:

Police Chief

Cell Phone Stipend: ? Eligible ? Ineligible

• Full-Time Employees ? Seasonal Employees
• Part-Time Employees ? Volunteers
• Temporary Employees ? No Supervisory Functions

Under the direction of a Department Head, Division Manager, or Supervisor, perform a variety of secretarial and administrative assistance duties to support office operations and activities; plan and perform administrative office coordination to ensure smooth, timely, and efficient office operations for the department; assist in the coordination of department services and activities; research, collect, analyze and compile data and statistics and create content for inclusion in reports (for example, Annual Report and Monthly Reports);

maintain financial records, files and budget projections and reconciliation related to departmental operations, programs, and expenditures.

Administrative Assistant incumbents perform a broad range of complex duties to ensure smooth and efficient office and department operations and work with little supervision.

Reasonable accommodations may be made to enable individuals with disabilities to perform these Essential Functions.

Perform a variety of administrative, clerical, and public relations duties to support office operations and activities; perform administrative office coordination; relieve the Department Head, Manager, Supervisor, and other department personnel of technical clerical and administrative duties having a department-wide impact; perform a variety of research and assist with special projects as assigned; research, analyze, and prepare recommendations or conclusions on assigned projects;

coordinate communications with other departments, government agencies, civic groups, law enforcement agencies, and cities as assigned.

Organize and coordinate office and department functions, activities, and communications; ensure efficient workflow of office operations; maintain a variety of computer files and databases related to department operations and activities.

Maintain financial records and files about departmental expenditures, budget balances, payroll, personnel, and operations; prepare status reports, charts, and graphs as requested; anticipate purchases; provide information about trends related to budget costs; monitor and reconcile all budget lines monthly; earmark and close budgets as required; create new budget projections for the upcoming year, 12-month estimates, grant estimates, fee resolutions; research, track, and provide information for subscriptions and IS budget costs;

revenue estimates; track and upload justification letters; input numbers into the budget; collaborate and provide information to sergeants regarding budget projections; maintain and update departmental manifest; maintain budget worksheets used for planning; and research and plan for minor equipment items. Year-end: maintain a list of budget needs throughout the year and evaluate the possibility of purchase at the end of the year;

large and small department purchases; and change over budget spreadsheets and uniform files to new fiscal year.

ICAC MOU for legislative-directed pay, initiate for PERSI and/or wage increases, and benefit changes each year. Prepare table showing changes, submit to Legal and Finance, track and follow the document through Council approval; and answer questions and provide information to the Attorney Generals Office. Track travel reimbursements and grant overtime. Monthly invoices for AGs office for ICAC effort, track reimbursements and follow any new procedures from the AGs Office.

Prepare process and coordinate the purchase of department and office supplies and equipment according to established guidelines; research and obtain the best quality of product for price with cost analyses and history match invoices and related documents and submit for payment; maintain office supply inventory levels.

Prepare a variety of statistical, financial, and narrative reports and records as necessary; assist in budget preparation, projection, maintenance, and control; track department expenditures.

Compose, prepare, type, and distribute a variety of correspondence, letters, me