Summary

Examples of Essential Duties and Responsibilities

The below list is intended to be illustrative of the responsibilities of the position and not all encompassing. The Town may change these duties at any time.

• Schedules and coordinates internal and external meetings, events, travel and other departmental activities.
• Handles routine, complex and confidential inquiries for the department.
• Performs complex administrative duties in support of the Police Chief, Command Staff and other department leadership, including managing schedules, prioritizing communications, and coordinating follow-up on assignments and projects.
• Maintains departmental finances and performs administrative financial functions, including paying bills, processing invoices, tracking expenditures, reconciling charges, coordinating with vendors, and working with Finance to ensure timely and accurate financial processing.
• Assists in preparing, monitoring, and tracking the department budget, including purchase orders, bids, payments, budget status reporting, and expenditure documentation.
• Prepares or assists with financial summaries, budget updates, and related reports for department leadership.
• Prepares reports, memos, presentations, mailings, correspondence, agenda and packet materials, executive summaries, confidential records and documents for legal review.
• Takes and distributes minutes for staff, committee, board, and ad-hoc meetings, as needed.
• Maintains complex electronic and paper records and files per Town and Department policies, including confidential records, legal documents, personnel training records and POST credentials to meet accreditation requirements, and other sensitive information.
• Oversees department records management practices, including retention, archiving, imaging, filing systems, and related administrative processes.
• Establishes, updates, and maintains office systems, forms, procedures, and standard operating practices to support efficient department operations.
• Serves as a departmental resource on administrative processes, policies, procedures, and functions and may administer programs and projects unique to the assigned area in coordination with department leadership.
• Works on complex special projects and assists with project implementation, coordination, tracking, and completion.
• Serves as a point of contact between the department, Town staff, outside agencies, vendors, community partners, and the general public.
• Receives, screens, routes, and processes mail, telephone calls, email, and personal callers; responds to questions and matters of a technical or sensitive nature and directs others to appropriate staff members as needed.
• Assists with department communications and may prepare, review, or distribute internal and external informational materials.
• Performs other related work as required or assigned.

Minimum and Preferred Qualifications

• High school diploma or equivalent (GED).
• An Associate’s degree in a related field and three years of advanced clerical, administrative or secretarial experience in a professional office setting.
• Previous criminal justice experience preferred.

• Ability to obtain and maintain a Notary Public.
• Colorado Driver’s License or the ability to obtain one within 6 months of hire.
• Ability to obtain and maintain CCIC/NCIC certification.

Knowledge, Skills and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skill, and/or ability required:

• Thorough knowledge of modern office practices and procedures.
• Proficient with computer applications including Microsoft Word, Excel, PowerPoint and Google Suite.
• Thorough knowledge of grammar, spelling and punctuation.
• Considerable knowledge of departmental and organizational activities.
• Working knowledge of financial tracking, bookkeeping, and accounting methods.
• Ability to exercise initiative and independent judgment and to react resourcefully under varying conditions.
• Ability to establish and maintain effective working relationships with employees, other agencies and the general public.
• Ability to provide excellent customer service to internal and external stakeholders.
• Ability to communicate effectively, both verbally and in writing, and follow oral and written instructions.
• Ability to establish and maintain effective working relationships with employees, customers and the general public.