Job Description

Administrative Assistant

Under general supervision of the Police Department's Services Manager, the Administrative Assistant performs administrative work in support of Police operations, functions and programs. Performs full range of administrative support services for the Police Chief, Assistant Chief and Police personnel.

The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.

Essential Job Functions & Other Important Duties

Essential Job Functions:

• Provides a variety of administrative support for department functions.
• Conducts research activities and projects as assigned.
• Gathers data and generates reports as requested including crime reports and arrest reports for the media.
• Responsible for processing MUNIS entries for purchasing department equipment and services.
• Resolves issues with vendors and suppliers including billing issues.
• Organizes and maintains invoicing for all Police Officer off-duty employment.
• Handles files, documents, retention, storage or deleting of information and records.
• Purchases supplies for department and for Police Department community events.
• Creates and edits department documents and mailings and places printing orders.
• Notarizes documents for public and employees.
• Assists with preparation for public meetings including notifications, information packets, backup materials, meeting supplies, etc.
• Files legal City documents with appropriate entities.
• Communicates with other City officials and department heads as requested by supervisor.
• Reconcile NTTA bill.
• Manning front desk for public request, tours, signage and donations.
• Start Background checks for CPA and neighborhood watch.

Other Important Duties:

• Provides backup support for other staff as needed.
• Travels to attend meetings, conferences and training.
• Performs other related duties as assigned.
• Regular and consistent attendance for the assigned work hours is essential, some nights and weekends may be required.

Job Requirements

Required Knowledge and Skills:

• Knowledge of business administration and advanced secretarial practices and procedures.
• Knowledge of public relations and customer service practices and procedures.
• Knowledge of computers and related equipment, hardware and software applicable to area of assignment.
• Knowledge of research and report development of routine administrative issues including legal, financial and survey data.
• Knowledge of City management policies and procedures.
• Skill in effective oral and written communications.
• Skill in preparing, editing, and developing responses to politically sensitive or confidential correspondence.
• Skill in prioritizing, tracking, and managing projects, assignments and duties.
• Skill in resolving customer complaints and concerns.

Education, Experience, Certifications, and Conditions of Employment:

• Associates Degree in Business Administration, Public Administration or related field, and three (3) years advanced secretarial, public relations, political science, or related experience, one (1) year of which is in an administrative secretarial role; or equivalent combination of education and experience.
• May be required to have specialized certification depending on area of assignment.
• Must pass a criminal history background check, periodic CJIS background check and Social Security number verification check.
• Must pass a pre-employment drug screening and/or post-offer physical exam.
• Must possess State of Texas Drivers License.

Environmental Factors & Conditions/Physical Requirements

Environmental Factors and Conditions/Physical Requirements:

• Work is performed in an office setting.
• May be subject to repetitive motion such as typing, data entry and vision to monitor.
• May be subject to exposure to irate or angry individuals.
• May be subject to extended periods of mental concentration, research and analysis.
• May be subject to bending, reaching, kneeling and lifting such as retrieving or replacing files and records, and setting up for meetings and special events.

Equipment and Tools Utilized:

• Equipment utilized includes personal computer, copier, calculator, fax machine, two-way radio, cellular telephone, multi-line telephone and other standard office equipment.

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