Administrative Specialist to the Police Chief

Description

Step into a pivotal leadership support role where your organizational expertise, professionalism, and commitment to public service help drive the success of the Flagstaff Police Department.

The Administrative Specialist - Police serves as the primary administrative support for the Chief of Police while ensuring consistent administrative support across the department. The incumbent is responsible for coordinating the Chief’s calendar, preparing and processing confidential correspondence, managing routine financial transactions, and overseeing department-wide travel and training logistics in collaboration with the Training Coordinator. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment with high visibility and accountability.

If you're ready to take the next step in your public service career, this internal opportunity is open to dedicated employees who are eager to grow professionally and continue making a meaningful impact within our organization.

Examples of the Work Performed

EXAMPLES OF THE WORK PERFORMED

• Provides excellent customer service to both internal and external customers, serving as the professional first point of contact for the Chief's office.
• Manages and maintains the Chief's calendar, schedules meetings, and coordinates logistics.
• Screens, routes and responds to inquiries and correspondence on behalf of the Chief, exercising discretion in handling confidential and sensitive matters.
• Creates, maintains, and safeguards a variety of confidential records, files, and databases.
• Prepares letters and reports from dictation, rough draft, or transcription to include proofreading for accuracy, completeness, spelling, punctuation and professionalism.
• Maintains and is responsible for all filing and purging of materials relating to the department or division.
• Prepares and distributes agendas, minutes, and supporting materials for meetings as required.
• Orders and maintains administrative supplies. Coordinates business cards, officer badges, and department-issued IDs.
• Provides notary services to the department as needed.
• May be required to take minutes of commission or board meetings and prepare the minutes in official form.
• Coordinates travel arrangements for all department staff, including lodging, transportation and registrations in partnership with the Training Coordinator.
• Supports department-wide projects, events, and administrative initiatives as assigned by the Chief or Command Staff.
• Performs other duties of a similar nature or level as required.

Qualifications

MINIMUM QUALIFICATIONS

• High School Diploma, or General Equivalency Diploma.
• Three years of progressively responsible office/administrative experience.
• Or any combination of education, experience, and training equivalent to the above Minimum Requirements.

• Must possess, or obtain upon employment, a valid Arizona driver’s license.
• Regular attendance is an essential function of this job to ensure continuity.
• Notary Public certification required or must be obtained within six months of hire.

Supplemental Information

CURRENT COMPENSATION AND BENEFITS:

As valued members of our team, you’re part of an organization dedicated to fostering an inclusive and positive workplace. We are committed to offering competitive compensation, outstanding benefits, and the opportunity to serve alongside a dedicated team making a positive impact in our community.

Our total compensation package for this position includes best-in-class benefits and an annual salary of $40,518.40 - $50,648.00, based on the candidate's qualifications and experience. Plus:

• Arizona State Retirement System with 100% Match

• Employees are members of Arizona State Retirement System (ASRS) with a mandatory contribution rate of 12%

• 457 Deferred Compensation Options
• Up to 4% Annual Pay for Performance Increase
• Group Insurance including Health, Dental and Vision coverage
• Flexible & Health Savings Accounts
• 13 Paid Holidays, Vacation, Sick Leave, Personal Leave, Paid Parental Leave, Bereavement, Jury Duty
• Life Insurance, AD&D, Short- and Long-Term Disability and Voluntary Life Insurance
• First-Time Homebuyer Assistance
• Qualified Public Student Loan Forgiveness Employer
• Tuition Assistance
• Employee Clinic, Telehealth, Wellness Program & Incentives
• Tobacco Cessation Program
• Employer Assistance Program
• Recognition including Workiversary, Wonderful Outstanding Worker (WOW), On-the-Spot, 7k Award, and City Manager's Excellence Awards
• Employee Discounts: Mountain Line Bus Eco Pass, Aquaplex, and Recreation Centers

Please note that Compensation and Benefits are subject to change based on future policy change, budgetary impact, and Council changes.

At the City of Flagstaff, we know our greatest strength is our people. If you’re passionate about community, innovation, and enhancing quality of life, we encourage you to take the next step in your career right here and continue making Flagstaff a great place to live and work!