Administrative Assistant to the Chief of Police

City of Sterling•Sterling, IL

About The Position

Working under the direction of the Chief of Police, the Administrative Assistant provides complex research-based, technical, financial, and policy-driven analysis and administrative support to the Police Department. The role supports executive staff and requires an understanding of municipal government operations, budgetary principles and practices, and payroll practices. The Administrative Assistant works with department personnel, other departments, outside agencies, vendors, and community groups. The position also serves as Administrative Assistant to the Sterling Fire and Police Commission, supporting meetings and applicant hiring and testing processes. This commission duty includes a yearly monetary stipend. The position works regular Monday-through-Friday workdays, with shifts of eight hours that may be extended during emergencies, disasters, heavy workload, work in progress, or as assigned by a supervisor. It involves frequent contact with the public and department staff, outside law enforcement agencies and organizations, vendors, contractors, and other police departments. The work may involve exposure to all weather conditions, including extreme weather.

Requirements

Completion of a standard high school course or equivalent GED; additional college-level courses or degrees are preferred.
Ability to complete on-the-job training as determined by department administration.
Extensive knowledge of advanced office and data-management equipment, including word processing, spreadsheet, database, and other automated systems.
Extensive knowledge of department operating procedures and personnel.
Strong personnel-management, interpersonal, and organizational skills.
Ability to communicate effectively orally and in writing to provide and obtain information from other departments.
Ability to follow oral and written instructions and maintain the confidence and trust of the Chief of Police and command staff.
Strong problem-solving ability, self-initiative, and willingness to work most of the time without direct supervision.
Ability to analyze situations and make decisions consistent with the agency's mission, goals, and objectives.
Ability to establish effective working relationships with employees and the public.
Ability to understand and interpret local ordinances and Police Department and City rules and policies.
Ability to work independently within standard operating procedures and communicate across individuals, agencies, and departments.
Ability to act quickly, calmly, and decisively in emergencies and under stress; handle situations firmly, courteously, tactfully, and impartially; and tolerate stress.
Ability to express oneself clearly and concisely, record information accurately, and maintain confidentiality.
Ability to assimilate and effectively use geographic knowledge concerning the City and surrounding vicinity.
Ability to accept constructive criticism, interact positively with employees and citizens, and deal effectively with unpleasant or unusual aspects of human behavior.
Physical ability to lift and carry equipment when necessary and to walk, stand, or sit for long periods.
Effective audio-visual discrimination and perception for observation, reading, and writing.
Ability to operate required office equipment and perform required job tasks and functions.
Ability to meet the age and other physical requirements prescribed by the City at the time of examination.

Nice To Haves

Additional college-level courses or degrees.
Familiarity with department database, spreadsheet, and word-processing programs.

Responsibilities

Manage payroll in a complex system with numerous classifications.
Assist with preparation of the Police Department's annual budget and manage department budget matters, including accounts payable.
Prepare and maintain files for the Chief and executive staff, including personnel, internal investigation, citizen complaint, and medical files.
Oversee routine updates to the Police Department webpage and electronic signage.
Assist in developing and implementing department goals, objectives, practices, policies, procedures, and work standards.
Provide administrative assistance to department staff, including the Chief, two Deputy Chiefs, and five Sergeants.
Represent the department on projects and coordinate activities with other departments, outside agencies, organizations, and community groups.
Respond to inquiries and concerns from customers and vendors; handle telephone calls and department mail.
Provide training to staff and other groups as needed.
Coordinate scheduling and setup for the Police Community Room.
Maintain leave-of-absence records, including vacation, personal, compensatory, and sick-time balances and usage.
Update and monitor employee training records and mandates through department software and ILETSB.
Register door-to-door solicitors, conduct background checks, recommend approval or denial to the Chief or Deputy Chief, maintain solicitor complaints, and maintain the Do Not Knock registry.
Assist with collective bargaining negotiations by gathering relevant information and statistics.
Process new employees, schedule recruit academies, and prepare the recruit training manual.
Maintain jail standards and prepare quarterly and monthly reports for the Illinois Department of Corrections.
Serve as the Police Department's NIMS Coordinator.
Prepare and maintain department grants, including Tobacco and Bullet Proof Vest grants.
Secure files, other places of safekeeping, and the administrative office door at the end of the business day.
Serve as Administrative Assistant to the Sterling Fire and Police Commission, including attending quarterly meetings, preparing agendas and notes, communicating with vendors, scheduling meetings and applicant testing, and assisting with police and fire hiring processes.
Maintain accurate personnel rosters, department budget files, contact information, orders, reports, budget recommendations, and records of petty cash, Investigative Drug Fund money, and grant or other assigned funds.
Route bills payable and telephone calls; maintain inventories and order office supplies, materials, officer equipment, and uniforms.
Compile information and prepare reports and statistical data for the department.
Attend training seminars and workshops related to administrative responsibilities.
Make reservations and travel arrangements for meetings, seminars, and conventions.
Perform other duties as assigned.
Lift and carry equipment when necessary; walk, stand, or sit for extended periods; communicate effectively; operate required equipment; and assist citizens and coworkers in distress.