Administrative Coordinator - Police Department

Under the direct supervision of the Chief of Police, the Administrative Coordinator provides comprehensive administrative, technical, and operational support to Police Administration and departmental staff. This position coordinates office operations, manages records and documentation, supports financial and personnel processes, and serves as a primary customer service liaison for internal staff and the public.

This position plays a vital role in ensuring efficient administrative operations, safeguarding confidential information, and supporting the delivery of professional and responsive public safety services. This position does not exercise supervisory authority.

The ideal candidate will embody the City’s core values of Service, Humility, Innovation, Neighborly, and Excellence (SHINE).

Provides administrative support to Police Administration by preparing, reviewing, and distributing correspondence, reports, forms, presentations, and other materials for accuracy, completeness, and proper formatting. Schedules appointments, coordinates meetings, maintains calendars, and assists with special projects and departmental initiatives as assigned.

Serves as a primary point of contact for visitors, callers, and internal customers by receiving and screening phone calls and visitors, answering questions, providing information, and directing inquiries to appropriate personnel. Distributes and collects employment applications, permits, public information requests, bid packets, and other departmental documents. Assembles and distributes forms, applications, and general information requested by the public.

Provides departmental support with accounts payable and purchasing functions by preparing and processing invoices, check requests, requisitions, and purchase orders. Assigns account codes, submits payment documentation, maintains account balances, and reconciles purchasing cards in accordance with City financial policies and procedures.

Organizes, establishes, and maintains filing and recordkeeping systems for departmental correspondence, documents, materials, and records in compliance with City and State records retention requirements. Assists with maintaining confidential personnel and administrative records and ensures proper handling and storage of sensitive information.

Processes personnel and administrative forms for departmental staff and coordinates submission for appropriate internal processing. Assists with administrative onboarding documentation, maintains personnel-related files, and supports Police Administration with employment-related documentation and internal tracking processes.

Assembles, researches, and summarizes information from various sources and prepares special or recurring administrative, operational, and statistical reports. Maintains databases and tracking systems and assists with gathering and organizing data for departmental reporting, accreditation, or compliance requirements.

Receives, sorts, and distributes mail, including interoffice mail, Fed Ex, USPS, UPS, and private courier deliveries. Maintains, organizes, and orders office and mailing supplies, coordinates copier maintenance and repairs, and supports administrative operations across Police facilities and stations as assigned.

Performs other related administrative duties as assigned or requested.

Thorough knowledge of modern office practices, administrative procedures, and recordkeeping systems. Ability to coordinate multiple administrative functions while maintaining organization, accuracy, and efficiency in a fast-paced public safety environment.

Working knowledge of purchasing, accounts payable procedures, and financial documentation practices. Knowledge of records retention requirements and the handling of confidential and sensitive…