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Job Summary

The Administrative Assistant provides comprehensive administrative support to the Chief of Police and the Police Department. This position is responsible for coordinating administrative operations, maintaining records and confidential documents, preparing correspondence and reports, scheduling meetings and appointments, and assisting with departmental projects and communications. The Administrative Assistant reports directly to the Chief of Police and serves as a key support member of the Department, providing professional administrative assistance to help ensure the efficient and effective operation of the Police Department.

Essential Duties

• Maintains and schedules appointments, meetings, etc., for the Chief of Police 
• Composes and/or types memorandums and letters when requested by Administrative Personnel 
• Performs receptionist duties (i.e. take messages, redirect calls to proper department/agencies) 
• Makes copies of books, manuals and other materials as needed 
• Maintains file systems (not pertaining to Official Police Records) 
• Process Requisitions and Purchase Orders through the City Accounting Program 
• Produces financial reports regarding budget expenditures and encumbrances 
• Orders uniforms for all officers  
• Ensures uniform purchases are recorded on equipment checklist for each employee 
• Process all incoming and outgoing Police Departmental mail 
• Provide copies of reports, when required or requested, to the Galveston County District Attorney’s office (misdemeanor/felony/juvenile sections), Juvenile Detention, Texas Department of Public Safety, Parole Office, Probation Office, Auto Theft Task Force and other law enforcement agencies. 
• Performs local history record checks for citizens applying for certain jobs/government housing, for the Armed Forces regarding recruits and other government agencies on potential applicants. 
• Furnishes Police Clearance letters for persons planning to go overseas, attend a Police Academy, applying for United States citizenship, adoption qualifications, etc. 
• Provides copies of accident reports as requested. 
• Enters all citations and warning tickets into the appropriate software program in order to develop an extensive and detailed master name history on all persons dealt with through the department. 
• Researches computer files for names and addresses of victims of target crimes, compiling/mailing informational letters to the crime victims or their surviving family members (i.e. burglary letters, crime victim’s compensation, etc.) 
• Complies and submits yearly Racial Profiling Reports
• Complies and submits monthly National Incident-Based Reporting System (NIBRS) reports
• All Other Duties as assigned by the Chief of Police

Qualifications

Knowledge          

Knowledge of modern office practices and procedures; knowledge of business English, spelling and punctuation; knowledge of data entry procedures; knowledge of basic accounting procedures; knowledge of emergency management operations, knowledge of state and local laws and regulations governing reporting and maintenance of files relating to law enforcement.             

Skills         

Skill in operating computers and peripheral equipment; working knowledge of Microsoft Office Suite; skill in proofreading materials to ensure accuracy; skill in operating copy machines and other modern office equipment; skill in operating two-way radio equipment; skill to communicate orally and in writing.            

Abilities          

Ability to organize data; ability to follow oral and written directions, ability to make effective use of time; ability to establish and maintain effective working relationships; ability to communicate effectively with the public; ability to enter data into logs, files and databases accurately.            

Education          

High school diploma or GED             

Experience          

A minimum of one year clerical experiences which involved extensive data entry, record maintenance and customer service.   Any work-related experience resulting in acceptable proficiency levels in the above-required knowledge, skills and abilities is an acceptable substitute for the above-specified education and experience requirements.             

Licenses and Certificates                  

Notary Public