Administrative Coordinator- Tribal Police

Commitment to Service

Service encompasses all aspects of the Pokagon Band of Potawatomi Indian’s governmental operations. Every employee shares the responsibility to provide exemplary service, dignity, and respect to all Tribal Citizens, the Tribal Council, and staff members. To this end, all employees have an obligation to identify and report any service problems, issues, or concerns and through designated channels, initiate, recommend, and actively participate in solutions.

Position Summary: Responsible for providing professional and administrative support to the Tribal Police Department. Maintain ongoing contact support with field Officers through radio and telephone communications.

Essential Functions:

• Provide for daily administrative support functions for the Tribal Police department
• Perform fingerprinting on Livescan machine
• Compose and edit a variety of correspondence, reports, and other documents for department personnel.
• Perform administration functions such as maintaining police records, copying documents, preparing charts/graphs and minutes
• Operate telephone system to answer, screen, or forward phone calls, provide information and take messages in a timely manner
• Greet and welcome visitors in person or on the telephone, answering or referring inquiries.
• Provide necessary information to visitors or employees of Tribe, such as location of offices or departments and/or services provided.
• Provide clerical assistance: type correspondence, envelopes and reports.
• Maintain filing system, make copies, and handles incoming/outgoing mail according to policy
• Order, restock, and maintain office supply inventory
• Submit maintenance work orders for the building
• Take meeting minutes as required
• Transcribe/dictate police reports (maybe graphic in detail)
• Assist with compiling invoices and scanning to accounts payable
• Coordinating request for Prosecutors – Tribal, State and Federal
• FOIA (Freedom of Information Act)
• Tabulation of Fuel receipts and reconciling with bank statements
• Filing of Officer Daily Shift Activities
• Creating Data Bases/Data Entry

Non-Essential Functions:

• Perform other related functions as assigned.

Equipment:

• Standard office equipment.
• Systems used: MS Office applications, E-Justice Reporting System
• Two-way radios

Position Requirements:

• High School Diploma or GED required.
• Associate’s degree from an accredited institution whose program of study has been recognized by the Council for Higher Education Accreditation or the United States Department of Education preferred.
• Minimum of three (3) years of prior clerical work experience required.
• Two (2) years' experience working within a law enforcement or public safety agency is preferred.
• Excellent communication and interpersonal skills; the ability to speak effectively and respond to questions in a professional manner at all times.
• Strong delivery of positive customer services skills and excellent communication skills, both oral and written.
• Knowledge, intellect, temperament, and flexibility to work effectively in a fast-paced environment.
• Maintain confidentiality when dealing with police business matters.
• Must be proficient with MS Office applications and general office equipment such as copy machines, fax machines, calculators, printers, scanners, etc.
• Will be required to work at location of South Bend and/or Dowagiac Tribal Police Departments.

Indian Preference

• Pokagon Band Preference Code applies.

Physical Requirements:

• Work is generally sedentary in nature and will frequently require sitting, however standing and walking will occasionally be necessary. Frequently required to use hands and fingers to operate equipment.
• Frequently required to talk and hear.
• Frequently subject to varying levels of stress in accordance with type of assignment.

Work environment:

• General office environment. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.

Competencies:

• Client Focus
• Adaptability
• Teamwork
• Ensuring Accountability
• Quality Focus
• Exemplifying Integrity