Administrative Assistant- Police (part-time)

Job Overview:

Under minimal supervision, the Administrative Assistant performs administrative and professional work in greeting and addressing internal and external customers’ needs in the police department. This includes in person, via telephone or other remote electronic means. The Administrative Assistant is responsible for accessing and performing data entry on various electronic platforms and databases. Work also may involve professional and administrative duties of performing accounts receivable, accounts payable, account reconciliation, issuing purchase orders, and conducting the necessary quote processes for Department purchases, ultimately fulfilling the Town’s mission. Reports to the Police Chief or designee, as assigned.

Responsibilities:

· Assists citizens, employees, and contracted services with inquiries, requests for information and service requests; listens to and analyzes citizen concerns as needed; provides recorded documentation and appropriate responses within established policies, procedures and standards; resolves problems as non-routine situations arise.

· Supports the Police Chief and Police Officers with various administrative tasks and projects.

· Coordinates and manages calendars, appointments, meeting schedules, and travel arrangements for all Police Department employees.

· Prepares drafts and edits of Police Department documents, presentations, and reports, and handles to their level of qualification incoming calls, emails, and other correspondence.

· Coordinates fulfilling public record requests with the Police Chief and Assistant Town Administrator.

· May process payments for the Town.

· May maintain customer databases including input, tracking and maintenance of citizen complaints/contacts, service request records, service orders, and/or work orders. Updates and maintains contact lists.

· Provides citizen information concerning Police Department projects or other Police Department activities pending or in progress.

· Scans documents into document imaging system and maintains appropriate filing systems and files for all Police Department documents and records. This is to include electronic and physical filing systems.

· Maintain the required office supplies, and order refills when needed.

· Responsible for providing high-quality, responsive customer service to both internal and external customers of the Police Department.

· Maintains a clean and positive work environment. Expected to promote interdepartmental collaboration, build employee morale, and foster a workplace culture of service and integrity.

Additional Job Functions

· Performs necessary work assigned that it is consistent with the good and efficient operation of the Town and the Department.

· May attend seminars, conferences, workshops, classes, lectures, etc., as appropriate to enhance and maintain knowledge of trends and development in the field of customer service.

· Maintain social media role for Police Department. To include encompass strategy development, content creation, community engagement, and data analysis to build a positive online presence for the Police Department. Also assist with social media responsibilities for the Town of Mount Carmel.

Minimum Education, Training, & Experience:

· This position requires graduation from high school, or an equivalency to high school graduation education/graduation is required. A bachelor’s and/or a master’s degree in public or business administration or a related field is preferred, and one (1) to three (3) years of progressively responsible administrative services experience in municipal government; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

Pay: $16.00 - $18.00 per hour 

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