Police Administrative Assistant

• Provides initial contact with the public for callers contacting the police department administrative division over the telephone and in person; determines the nature of the contact; provides factual information regarding services, policies, and procedures, takes messages, or directs the caller to the proper individual or agency.
• Schedules appointments and meetings for the Chief of Police.
• Provides support to other police department staff as needed.
• Processes department's payroll records, verifying regular, overtime and leave; forwards data to the City Clerk for payroll preparation after approval by the Chief of Police.
• Maintains time and leave records for police department staff.
• Performs administrative and manual work related to the acceptance, preservation, safeguarding, and disposition of found, recovered, or evidentiary property in accordance with law and Departmental policy and procedures.
• Prepares correspondence, forms, purchase orders, labels, and specialized documents from drafts, notes, previous documents, or brief instructions, using a word processor, spreadsheets, or typewriter.
• Strong skills in the various MS Office products (Word, Excel, Powerpoint, etc.) a plus.
• Proofreads and checks materials for accuracy, completeness, compliance with departmental and City policies, and correct English usage, including grammar, spelling, and punctuation.
• Establishes and maintains office files; researches and compiles information from such files and purges or transfers files as required.
• Prepares monthly or yearly reports relating to police department activities for distribution to the City council and/or City staff.
• Serves as the department's point of contact with the State agencies that manage the CJIN (Criminal Justice Information Network) and MTIBRS (Montana Incident-Based Reporting System) systems.
• Serve as the Terminal Agency Coordinator (TAC) for the department, and ensure departmental compliance with CJIN requirements, including updating CJIN training with department staff.
• Maintains and safeguards personnel background files in accordance with law and Departmental policies and procedures.
• Processes incoming and outgoing mail.
• Process purchase requisitions and orders as needed.
• Orders and maintains an inventory of office supplies for the police department.
• Operates a variety of standard office equipment, including a computer, copier, facsimile equipment, a centralized telephone system, and a two-way radio.
• Attend police department staff meetings as directed for maintaining a record through minutes of discussions and directions.
• Prepare and schedule travel arrangements for police department personnel for training, conferences, etc.

• Standard office practices and procedures, including the operation of standard office equipment.
• Business arithmetic.
• Business letter writing and the standard format for correspondence and reports.
• Correct English usage, including spelling, grammar, and punctuation.
• Computer applications related to the work.
• Filing principles and practices.
• Techniques for dealing with and solving the problems presented by a variety of individuals, in person and over the telephone.

• Establishing and maintaining effective working relationships with those contacted in the course of work.
• Planning, organizing, administering, coordinating, reviewing, and evaluating the functions of the department and meeting critical deadlines.
• Planning, organizing, supervising, reviewing, and evaluating the work of assigned staff for their training and professional development.
• Developing and implementing the department's goals, objectives, policies, procedures, work standards, and internal controls.
• Performing technical, detailed, and responsible administrative support work.
• Applying and explaining policies, procedures, and regulations.
• Making accurate arithmetic calculations.
• Have knowledge of the City budget, working with the Chief of Police to update the budget annually and mid-year adjustments.
• Compiling and summarizing information to prepare clear and accurate reports.
• Typing or word processing at a rate of 40 net words per minute.
• Must exhibit maturity, professionalism, confidentiality, and the ability to remain focused on tasks, meet deadlines, and show initiative.

Sidney Police Department