Administrative Assistant I - Police Department

City of Gaithersburg•Gaithersburg, MD

5d•Onsite

About The Position

The Gaithersburg Police Department is seeking an outgoing, motivated, and highly organized individual for the full-time position of Administrative Assistant I to perform a wide variety of entry-level clerical and administrative support functions that support and assist police personnel and the general public. This is a civilian position within the Police Department. This position is the first point of contact for callers and visitors to the Police Department; the successful candidate must be able to represent the Department in a professional and positive manner, have a strong work ethic, assist customers with tact and courtesy, remain calm under pressure and in stressful situations, and proactively provide assistance and support wherever needed. It is truly a team effort in the Gaithersburg Police Department - our civilian employees work together with sworn officers to fulfill the day-to-day operations of the agency and to help members of the Gaithersburg community when they need it the most. 40 hours per week, Monday through Friday; a core work schedule will be established based on operational needs. The ability to fluently speak, read, write, and comprehend in a language in addition to English (such as Spanish, Chinese, Korean, etc.), is highly desirable. Starting salary for this entry-level position is negotiable within the anticipated hiring range ($44,000 to $50,000) and will be offered at a level consistent with the experience and qualifications of the candidate.

Requirements

A positive, professional, customer-friendly attitude that complements the work environment and customer service goals of the Department and the organization.
Solid telephone and computer skills (Word, Excel, Outlook) and the ability to operate a variety of standard office equipment.
Strong and effective administrative, organizational, interpersonal, communication (verbal and written), time management, and customer service skills.
Ability to quickly develop a working knowledge of the Department and its functions, programs, procedures, and services, and to become proficient with specialized technology/software applications used by the Department.
Careful attention to detail and ability to work quickly and accurately and meet firm deadlines.
Be resourceful and willing and eager to learn and assume new challenges and increased responsibility.
Demonstrated ability to successfully multitask with constant distractions and interruptions, and to work effectively independently with minimal supervision and as part of the team.
High school diploma or equivalent; some college coursework helpful.
At least one year of skilled office support/administrative experience.
Or any acceptable equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities to satisfactorily perform job duties.

Nice To Haves

Fluently speak, read, write, and comprehend in a language in addition to English (such as Spanish, Chinese, Korean, etc.)
Fluent in a language in addition to English highly desirable; eligible for a $2,080 annual multilingual stipend if approved.

Responsibilities

Perform routine office tasks including answering phones; greeting, screening, and referring visitors and callers; data entry; copying, scanning, indexing, faxing, and filing; processing and distributing mail; and performing other general administrative duties as needed.
Respond to requests for assistance and information from internal and external customers.
Type, prepare, and/or compose routine correspondence, interoffice communications, reports, forms, spreadsheets, informational materials, and other documents.
Establish, prepare, organize and maintain computerized or hard copy files, logs, records, materials, documents, and information.
Respond to inquiries or complaints or direct to the appropriate person.
Receive and process payments for parking and traffic violations.
Receive and process information of a confidential nature; ensure such information is maintained in strict confidentiality.
Maintain, monitor, and assist with supplies and inventories, including ordering, stocking, and distributing; maintain records of purchases and reconcile invoices.
Proofread and check materials for accuracy and completeness.
Conduct research and compile data.
Assist with special projects and perform additional clerical and support tasks as needed.
Provide outstanding service, pursue continuous improvement, and exceed expectations.