Police Department Administrative Assistant

Date Posted:

Friday, May 17, 2024

Department:

Police

Compensation:

$15 to $18 per hour

Hours:

Monday - Friday 8am to 5pm

Deadline:

Open until filled

Position Objectives:

The Administrative Assistant should be a detailed-oriented and proactive individual. This position requires one to be able to be proficient in the day to day operations at a police department by providing vital support in various administrative tasks. The individual should be able to provide comprehensive support to the department. This position requires a high level of organization, while playing a crucial part in ensuring the smooth operation of administrative functions within the department, strong communication skills, and the ability to handle multiple tasks efficiently and effectively. This position requires you to thrive in medium to fast paced environment when needed while demonstrating professionalism and discretion in handling sensitive and confidential information.

Duties and Responsibilities:

1. Records Management: Maintain and update police records, including incident reports, arrest records, and case files. Ensure accuracy, completeness, and compliance with departmental policies and legal requirements.

2. Data Entry and Retrieval: Input data into electronic databases and systems, and retrieve information as needed for investigations, reports, and inquiries. Maintain confidentiality and integrity of sensitive data.

3. Administrative Support: Assist police personnel with administrative tasks such as answering phones, responding to inquiries, and managing correspondence. Provide support during meetings, trainings, and events as required.

4. Report Preparation: Assist in the preparation, formatting, and proofreading of various reports, memos, and documents. Compile statistics, generate reports, and create presentations for departmental use.

5. Evidence Handling: Assist with the intake, cataloging, and storage of evidence collected during investigations. Maintain chain of custody and proper documentation for all evidence items in accordance with departmental procedures and legal standards.

6. Court Liaison: Coordinate with court personnel and prosecutors to provide necessary documentation and support for legal proceedings. Prepare and distribute subpoenas, warrants, and other legal documents as directed.

7. Community Engagement: Serve as a point of contact for community members seeking information or assistance from the police department. Provide courteous and helpful assistance while maintaining professionalism and confidentiality.

8. Training and Development: Assist with the coordination and administration of training programs for department staff. Schedule training sessions, track attendance, and maintain training records.

9. Equipment and Supplies: Manage inventory of office supplies, equipment, and uniforms. Coordinate procurement, distribution, and maintenance of departmental resources to ensure operational readiness.

10. Special Projects: Participate in special projects and initiatives as assigned by department leadership. Collaborate with team members to accomplish goals and objectives in a timely and efficient manner.

Minimum Requirements:

Education: High school diploma or equivalent; additional education or certification in office administration or criminal justice is desirable.

Desirable Training and Experience:

Experience: Previous experience in administrative support roles, preferably in a law enforcement or government agency setting.

2. Knowledge: Familiarity with law enforcement procedures, terminology, and regulations is preferred but not required.

3. Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software applications. Experience with law enforcement databases and records management systems is a plus.

4. Communication: Excellent verbal and written communication skills, with the ability to interact professionally with diverse stakeholders including police personnel, community members, and external agencies.

5. Organizational Skills: Strong organizational and time-management skills, with the ability to prioritize tasks and manage multiple deadlines effectively.

6. Attention to Detail: Meticulous attention to detail and accuracy in record-keeping, data entry, and document preparation.

Benefits:

The City provides retirement benefits through the Florida Retirement System, Health Insurance (80% paid by the City). 

More Information:

Application can be obtained from Jasmine Cotton at Midway City Hall, 50 Martin Luther King Blvd. Midway, Florida. Phone Number 850-574-2355.