Position Overview

Title: Police Administrative Assistant

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 Non-Sworn or Police Supervisor.

ESSENTIAL DUTIES

• Performs a variety of administrative and clerical duties necessary to run an organization efficiently. 
• Serves as information and communication manager for the office; assists with planning and scheduling meetings and appointments; organizes and maintains paper and electronic files; manages projects; conducts research; and disseminates information by using the telephone, mail services, Web sites and e-mail. 
• Assists all divisions within the department by aiding with on-site training preparation, citations, dissemination of court-ordered protective orders, weekly blotter, maintaining inventory of forms, statistics and other duties and responsibilities ensuring the uninterrupted work flow of the department.  
• Uses a variety of office equipment, such as fax machines, photocopiers, scanners, video conferencing, telephone systems, computers to do tasks such as: create spreadsheets; compose correspondence; manage databases; and create presentations, reports, and documents using desktop publishing software and digital graphics. 
• Maintains and examines leased equipment, and inventories supplies and retrieves data from various sources. 
• Provides training and orientation for new staff, conducts research on the Internet, operates and troubleshoots new office technologies. 
• Assists the Law EnforcementSpecialistas needed orrequired
• Performs other duties as assigned.

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.

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.

PRINCIPLES OF POSITIVE CUSTOMER SERVICE

This position requires providing positive customer service. The key to good customer service is building positive relationships with the public, vendors, and co-workers. 

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

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.