Qureos Mentor

CTCLUSI

<div>Job Description: 
 
Shift: First Shift,Mon,Tue,Wed,Thu,Fri 
SUMMARY
The Administrative Specialist is responsible for providing high-level administrative, clerical, and operational support to the Tribal Police department. This position assists with records management, report and evidence processing, budgeting support, and coordination of departmental communications.
PRINCIPAL ACTIVITIES &amp; RESPONSIBILITIES:
<ul><li>Serves as the primary point of contact for phone, email, and in-person inquiries, providing professional customer service and directing inquires appropriately.</li><li>
Performs a variety of clerical and administrative tasks, including copying, mailing, filing, and document distribution.</li><li>
Prepares, edits, and proofreads correspondence, reports, and departmental documents using Microsoft Office and other software.</li><li>
Maintains organized electronic and physical filing systems.</li><li>
Coordinates meetings, trainings, and department events; preparing materials and taking minutes as needed.</li><li>
Receives, sorts, and distributes incoming and outgoing mail and parcel deliveries.</li><li>
Conducts research and prepares summaries or reports at the direction of the Chief of Police.</li><li>
Assists with special projects and provides general administrative support to police personnel.</li><li>
Supports onboarding for new employees and provides general office orientation.</li><li>
Assists in the preparation and monitoring of the department's annual budget.</li><li>
Enters and maintains accurate budget data using approved software; prepares reports and supporting materials.</li><li>
Reviews and reconciles departmental expenditures to ensure budget compliance.</li><li>
Verifies and processes purchase requests, ensuring proper authorization and adherence to Tribal policy.</li><li>
Works with Finance to resolve budget discrepancies or documentation issues.</li><li>
Processes purchase orders and check requests in accordance with Tribal purchasing polices.</li><li>
Collects required documentation from vendors and maintains complete purchasing records.</li><li>
Researches and procures office equipment, supplies, and furniture as needed.</li><li>
Reconciles expenses and ensures timely payment of vendor invoices.</li><li>
Assists with drafting and submitting grant applications.</li><li>
Tracks expenditures ad maintains compliance with approved grant budgets and reporting requirements.</li><li>
Prepares and submits required reports to granting agencies.</li><li>
Compiles and analyzes qualitative and quantitative data to measure grant outcomes.</li><li>
Coordinates with the Finance department to ensure accurate financial tracking and reporting.</li><li>
Generates daily, monthly, and annual reports on police activity and department operations.</li><li>
Submit NIBRS and other required statistical reports in accordance with Tribal and federal standards.</li><li>
Tracks and reports on service calls and activities under external contracts.</li><li>
Prepares bi-monthly reports for Tribal Council and other leadership requests.</li><li>
Receives, logs, and securely stores evidence and property in accordance with legal and departmental procedures.</li><li>
Maintains chain-of-custody documentation and evidence integrity at all times.</li><li>
Coordinates with courts and prosecutors regarding evidence disposition.</li><li>
Oversees proper disposal or return of property.</li><li>
Trains department staff in proper evidence handling and appears in court proceedings as required.</li><li>
Maintains all department records in compliance with Tribal, federal, and applicable state confidentiality laws and retention schedules.</li><li>
Secures and manages both physical and electronic police records.</li><li>
Responds to public records requests in accordance with applicable laws and policies.</li><li>
Oversees the secure destruction of records when authorized.</li><li>
Answers and routes police calls, dispatching officers via radio or phone as needed.</li><li>
Conducts criminal history and background checks through LEDS and NCIC databases.</li><li>
Performs general dispatch duties and support operations during staff absences or emergencies.</li><li>
Maintains accurate records of training and certifications of sworn personnel.</li><li>
Coordinates registration, travel, and lodging for staff attending training or conferences.</li><li>
Ensures compliance with tribal travel policies and complete reconciliation documentation following travel.</li><li>
Collaborates efficiently and effectively while consistently demonstrating professionalism and maintaining positive, respectful relationships with internal teams, external partners, and Tribal members.</li><li>
Other duties as directed by management.</li></ul>
LEVEL OF AUTHORITY &amp; RESTRICTIONS<ul><li>
This position requires working independently without overseeing others, with minimal authority in decision-making.</li></ul>
PHYSICAL &amp; MENTAL DEMANDS<ul><li>
Must be able to walk, talk, hear, use hands to handle, feel or operate objects, tools, or controls, and reach with hands and arms.</li><li>
Must be able to stand, walk, reach with hands and arms, and climb or balance.</li><li>
Vision abilities required by this job include close vision and the ability to adjust focus.</li><li>
May be required to push, pull, lift, and/or carry up to 40 pounds.</li><li>
Must be able to utilize protective personal equipment while handling evidence and property.</li><li>
Must be able to sit and type for long periods of time.</li></ul>
WORKING CONDITIONS &amp; ENVIRONMENT<ul><li>
May require working occasional nights and/or weekends.</li><li>
Moderate noise level with frequent interruptions and distractions.</li><li>
Must be able to work overtime as necessary.</li><li>
Handling of some evidence can be a risk of exposure to hazardous substances and materials.</li><li>
May be exposed to hostile individuals by telephone or in person.</li><li>
Must be willing and able to travel both locally and within the CTCLUSI service delivery area.</li></ul>
HOURS<ul><li>
40 hours per week.</li></ul>
JOB LOCATION
Tribal Police Office 
5647 Hwy 126 
Florence, Oregon 97439 
Experience and Skills:
MINIMUM JOB REQUIREMENTS<ul><li>
Must be 25 years of age or older.</li><li>
An associate's degree in criminal justice or a minimum of two (2) years of similar or related experience.</li><li>
Holds a combination of education, training, and experience that reflects the ability to perform the essential responsibilities of the position.</li><li>
Must have a valid driver's license and be able to be insured to drive Tribal Government vehicles.</li><li>
Holds or can obtain Notary Public commission.</li><li>
Understands and follows verbal and written instructions accurately.</li><li>
Works independently, exercises sound judgements, and performs well under pressure or in emergency situations.</li><li>
Free of felony convictions under state or federal law.</li><li>
Must not have misdemeanor conviction relating to sex crimes, crimes against persons, drugs, fraud, or moral turpitude.</li><li>
Must not have any other misdemeanor conviction within the last five years.</li><li>
Experience and proficiency in the use of Microsoft products (Excel, Outlook, PowerPoint, Word, etc).</li><li>
Ability to communicate clearly and effectively in English, verbally, in writing or by other acceptable means.</li><li>
This is a safety sensitive position and will be subject to pre-employment drug testing and criminal history background check, which will include fingerprinting.</li><li>
Must have employment eligibility in the U.S.</li><li>
Indian preference will be observed in the hiring process.</li></ul> 
From: Three Rivers Casino Resort/CTCLUSI</div>

Administrative Specialist - Police

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Administrative Specialist - Police