Police Administrative Specialist I

Position Overview

Essential Duties & Responsibilities

• Data Entry: Accurately input data into departmental databases, spreadsheets, and computer systems, including incident reports, arrest records, and other law enforcement documents.
• File Management: Maintain organized and up-to-date files, records, and documentation, ensuring confidentiality and compliance with departmental policies and procedures.
• Correspondence: Draft, proofread, and distribute correspondence, reports, memos, and other written communications on behalf of departmental personnel.
• Front Desk Operations: Greet visitors, answer phones, and provide assistance and information to callers and walk-in inquiries in a courteous and professional manner.
• Appointment Scheduling: Coordinate appointments, meetings, and court appearances for departmental personnel, ensuring accuracy and timeliness.
• Document Processing: Process and distribute incoming and outgoing mail, faxes, and email correspondence, prioritizing and routing items as appropriate.
• Recordkeeping: Maintain accurate logs, rosters, and records of departmental activities, equipment, and supplies, and assist in inventory management as needed.
• Filing and Retrieval: File and retrieve documents, reports, and other materials as needed, utilizing proper indexing and organizational methods.
• Assistance to Officers: Provide administrative support to police officers and detectives, including preparing case files, gathering information, and assisting with administrative tasks related to investigations and court proceedings.
• General Office Support: Assist with general office tasks such as photocopying, scanning, faxing, and ordering office supplies, as well as performing other duties as assigned.

Typical Qualifications

• High school diploma or equivalent required; additional education or training in office administration or related field preferred.
• Minimum of one year of experience in clerical or administrative support roles, preferably in a law enforcement or public safety environment.
• Proficiency in computer applications such as Microsoft Office Suite (Word, Excel, Outlook), as well as basic office equipment.
• Strong organizational, multitasking, and time management skills, with attention to detail and accuracy in data entry and recordkeeping.
• Excellent communication and interpersonal skills, with the ability to interact professionally with departmental personnel, other city employees, and the public.

Ideal Candidate

The ideal candidate for the Police Administrative Specialist I position embodies the core values of Boomtown PRIDE by demonstrating:

• Professionalism: Consistently maintains a professional demeanor and attitude in all interactions, demonstrating respect, integrity, and confidentiality in handling sensitive information.
• Responsiveness: Responds promptly and courteously to inquiries, requests, and tasks, demonstrating a commitment to providing excellent customer service to departmental personnel and the public.
• Innovation: Demonstrates a willingness to learn and adapt to new technologies and procedures, seeking opportunities to improve efficiency and effectiveness in administrative processes.
• Diversity: Respects and values individual differences among departmental personnel and community members, fostering an inclusive and welcoming environment for all.
• Empowerment: Takes initiative in completing tasks and solving problems independently, demonstrating accountability and ownership of responsibilities.