Position Overview

Title: Police Administrative Assistant-PSU
Department: Police
Status: Full-Time
FLSA: Non-Exempt
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POSITION OVERVIEW
The Police Administrative Assistant is the first point of contact for citizens visiting the Hutto Police Department. The person in this position will coordinate front-desk activities, distribute correspondence, accept payment for permits and other products, and direct and redirect incoming calls, assisting all divisions and units within the police department. This position will report to a Police Supervisor.

ESSENTIAL DUTIES

• Maintain, update, audit, and submit TCOLE records for officers, through the TCOLE portal in an accurate and timely manner.
• Process appointments, separations, license updates, and status changes; track training hours, continuing education, license renewals, proficiency certificates, and mandatory training deadlines.
• Ensure agency compliance with TCOLE rules, policies, statutory requirements, and TCOLE standards.
• Prepare, maintain, and submit documentation for audits, inspections, internal reviews, and regulatory reporting.
• Communicate with TCOLE representatives regarding discrepancies, compliance issues, and regulatory updates.
• Register personnel for TCOLE-approved training courses; assist with scheduling in-service and mandatory training; maintain training files and certificates; and verify instructor credentials and course approvals.
• Maintain confidential personnel, licensing, and training records in both physical and electronic formats, ensuring accuracy, completeness, confidentiality, and proper retention in accordance with record retention laws.
• Serve as a primary point of contact and information manager for officers, supervisors, training staff, and external stakeholders; respond to inquiries regarding licensing status, training requirements, and deadlines.
• Perform a wide range of administrative and clerical duties necessary to ensure efficient department operations, including planning and scheduling meetings and appointments, organizing and maintaining files, managing projects, conducting research, and disseminating information via phone, email, mail services, and web platforms.
• Assist all divisions within the department with administrative support, including on-site training preparation, citations, dissemination of court-ordered protective orders, weekly blotter preparation, inventory of forms, statistics tracking, and other duties to ensure uninterrupted workflow
• Prepare routine correspondence, reports, notifications, spreadsheets, logs, databases, presentations, and documents related to compliance, training, and departmental operations.
• Operate and utilize a variety of office equipment and technologies, including computers, printers, copiers, scanners, fax machines, video conferencing systems, telephone systems, desktop publishing software, and digital graphics tools.
• Maintain and review leased equipment, inventory office supplies, and retrieve data from various internal and external sources.
• Provide training and orientation for new staff; conduct internet-based research; operate, support, and troubleshoot office technologies.
• Assist command staff with administrative support, reporting, and policy updates related to TCOLE standards and departmental objectives.
• Prepares all hotel reservations, course tuition and travel for officer training. 
• Perform other duties as assigned in support of departmental and City objectives.

KNOWLEDGE, SKILLS, ABILITY
Knowledge of innovative technology methods used to disseminate information to staff and citizens
Skilled in typing, spelling, punctuation, grammar and verbal and clear communications with both internal and external contacts.
Skilled in offering excellent customer service
Skilled in the use of Microsoft Office products
Ability to be critical and tactful in dealings with people
Ability to exemplify empathy when greeting visitors and victims
Ability to prioritize and organize workload

EDUCATION, EXPERIENCE, CERTIFICATIONS & LICENSES
High School graduate or equivalent
Two years of relevant experience necessary to be able to perform the essential duties and requirements of the job
Must be able to obtain a Notary Public license within 12-months of employment
Must pass an extensive personal background check and be eligible and able to meet all requirements for compliance with CJIS.

CORE VALUES
This position requires an individual to align with and maintain the standard as set by our organization's Core Values:
Integrity- Communicating honestly, being accountable, upholding moral principles, and supporting our organization's values
Collaboration- Showing teamwork is equally as cherished as individual achievements by celebrating positive outcomes together
Consistency- Producing an accomplished standard of work in the workplace
Servant leadership - Actively listening to exert a positive influence
Mutual respect- Valuing opportunity, unique contributions, and each other 
Forward-thinking- Considering needs, listening to team members, and thinking innovatively

TOOLS & EQUIPMENT USED
Computer; Calculator; Telephone; Fax, Copier, Printer, Scanner machines, and all law enforcement related office equipment and vehicles.

PHYSICAL DEMANDS/WORK ENVIRONMENT
The work is mostly sedentary, including long periods of sitting, walking, standing, bending, carrying light items.
Must occasionally lift, carry and/or move objects up to 20 lbs. and rarely lifts, carries and/or moves up to 75 lbs.
The environment involves everyday risks and discomforts that require normal safety precautions typical of public contact, offices, meeting and training rooms. The work area is adequately lighted, heated/cooled and ventilated.

DISCLAIMER
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
The City of Hutto is an Equal Opportunity Employer.