Administrative Assistant - Police

Job Title : Police Department Clerk

Provides a variety of routine and complex clerical, administrative, and technical work in the administration of the municipal police department, ensuring compliance with all state laws and best practices. Works under the general supervision of the Criminal Investigation Sergeant. None.

Essential duties and responsibilities include :

• Answers phone, directs calls, takes messages, greets the public and other receptionist duties.
• Ensure the integrity and confidentiality of information obtained through paper documents, electronic format or any other type of media.
• Assists in the development of short- and long-range plans; gathers, interprets, and prepares data for studies and reports; coordinates department activities with other departments and agencies as directed.
• Provides administrative assistance to staff in meeting management; assembles background materials and agendas, records action items for various meetings.
• Uses computer applications extensively such as Microsoft Word, Excel and Power Point. Develop spreadsheets, databases, etc. to streamline work efforts. Composes correspondence independently and maintains records and files. Prepare surveys and other reports as directed.
• Prepares monthly, quarterly, and annual reports as requested.
• Provides public records and public information requests to citizens, civic groups, the media and other agencies as requested for the Police Department.
• Reviews all offense and arrest reports monthly and calculates the monthly report for Uniformed Crime Reporting.
• Receives and distributes mail to the appropriate person or department.
• Audit files for accuracy and completeness. Checks and updates records; purges hard copy records and files; generates statistical summaries for calls and services for staff and other agencies.
• Set up and maintain the filing system for both offense and accident reports; file all offense and accident reports.
• Handle all juvenile reports including notifying the schools and filing with the state.
• Retrieve, check out, and check in case files needed by officers.
• Provide statistics to both patrol and CID as needed.
• Update the Police Department website and other social media sites.
• Send reports to the District Attorney's Office, County Attorney's Office and Department of Public Safety.
• Prepare Officer Statistics Report.
• Prepare Vehicle Mileage Report.
• Reconcile credit card statement.
• Retrieve and print monthly, and as needed, budget to actual reports.
• Assist Evidence and Property Custodian with inventory and proper handling of all evidence.
• Coordinate special functions.
• Serves as notary public.
• Other duties, as assigned.

Peripheral duties include :

Desired minimum qualifications include :

Necessary knowledge, skills and abilities include :

Special requirements include :

Tools and equipment used include computers, including Microsoft Office system, internet, records management, property management, financial and database software; 10-key calculator; phone; and copy machine. Must have a high-level working knowledge of using standard office tools such as Excel, Word, PowerPoint, and Adobe PDF.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands and fingers, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk. The employee must occasionally lift and / or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Adheres to all safety and housekeeping standards established by the City and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace. The noise level in the work environment is usually quiet.

City of Bee Cave is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.