Administrative Specialist - Police

Administrative Specialist - Police

Position Title : Administrative Specialist - Police

Revised : 9 / 6 / 2024

Administrative Specialist positions provide administrative assistance to a department or division to coordinate daily efforts with minimal supervision. Administrative Specialist positions in different departments or divisions may have tasks that vary widely, while overall responsibilities are very similar. Typical responsibilities include broad administrative support as required, data entry, accounting, reporting, research, and special projects as assigned. Accuracy, attention to detail, and the ability to coordinate and communicate effectively and provide exceptional internal and external customer service are required of all Administrative Specialists.

Provide staff support and clerical and administrative assistance to boards and committees; take and transcribe detailed minutes; prepare reports, agendas, correspondence, and other materials as assigned.

Prepare and type a variety of correspondence, memos, reports, and other materials; maintain confidentiality of information and records; type reports and statements; type agendas, and other materials as directed.

Assist the staff with special projects as assigned; research projects as assigned; and coordinate communications with other departments, agencies, civic groups, and cities as assigned.

Prepare, process, and coordinate the purchase of supplies and equipment for the office or department according to established guidelines; maintain office supply inventory levels.

Maintain and monitor departmental budget as directed; compile and prepare records of time worked and assure accuracy.

Prepare a variety of statistical, financial, and narrative reports and records as necessary.

Type and distribute letters, reports, and memos, including materials of a confidential nature; compose letters requesting or providing information; track office projects and maintain related files and records; develop and maintain extensive filing systems and computerized systems to maintain records and data.

Answer telephone calls and greet visitors; interact with numerous vendors, contractors, agencies, and citizens; receive complaints and explain division / department programs, codes, policies, and procedures within the scope of authority; provide information of a general or limited technical nature; schedule appointments and meetings.

Operate a variety of office equipment, including personal computers, fax machines, copiers, and calculators; receive, sort, open, and distribute mail.

Receive payments from customers.

Perform a variety of secretarial, clerical, and public relations duties related to the function to which assigned; provide secretarial support and coordinate office clerical activities.

Required Education and Experience :

Graduation from high school or GED

Coursework in office management, secretarial, and computer training.

Two (2) years of increasingly responsible secretarial or administrative office support experience.

Required Licenses and Certifications :

Valid Drivers License.

Background Check.

Competencies :

Knowledge Of : Financial and statistical record-keeping techniques. Processing requirements and procedures for public documents. Basic budget preparation and control techniques. Modern office practices, procedures, and equipment. Operation of a personal computer and data entry and database management techniques for record maintenance and report generation. Applicable laws, codes, regulations, policies, and procedures related to assigned area.

Ability To : Use correct English in grammar, spelling, punctuation and vocabulary. Demonstrate cooperative behavior with colleagues, supervisor.