Administrative Assistant

City of Tucson•Tucson, AZ

3d•$20 - $30•Onsite

About The Position

The Administrative Assistant position at the City of Tucson's Police Department provides administrative support to police personnel. This position also requires a customer focused service approach, building and maintaining positive working relationships with internal and external customers while maintaining a high level of professionalism. Work is performed under the supervision of the Police Captain. This position does not supervise.

Requirements

6 months post High School Experience
1 year of relevant experience
Extensive background investigation, including local, state and national criminal and fingerprint checks.

Nice To Haves

Associates degree or higher
At least 3 years of administrative experience, preferably in a law enforcement or legal environment
Experience with Microsoft Office Suite, SharePoint, and Workday systems
Experience with Microsoft Office Suite, Adobe, Workday and AXON systems
Strong organizational, multi-tasking, communication, and interpersonal skills
Ability to work independently with strong attention to detail
Ability to maintain confidentiality
Bilingual (English/Spanish)

Responsibilities

Ensuring timely, secure handling of recorded materials in accordance with court orders and evidentiary rules
Monitoring voicemail systems and appropriately routing calls, including those mistakenly directed to CID that still require urgent police intervention
Maintaining compliance with strict internal timelines related to the Office of Professional Standards investigations to protect employee rights and ensure public accountability
Preparing spend authorizations, expense reports, and reconciliation in accordance with complex City travel policies
Managing division-wide training schedules, equipment maintenance requests, and supply procurement
Maintaining division rosters, staffing reports, status reports, tracking sheets and OneTeam page
Processing division communication via email, interoffice mail, and phone
Maintaining and tracking schedules and leave for all division staff
Managing purchase requests, travel coordination, and financial reconciliation
Provides information and administrative support to police administration staff regarding all communications, activities, and issues that may arise on a day-to-day basis.
Orders supplies and equipment and maintains inventory.
Enters data and corrections into all Police Department and City systems.
Schedules meetings and appointments for Police staff.
Researches, prepares, and processes paperwork, and maintains spreadsheets, logs, and files.
Prepares administrative reports, meeting minutes, and other management related documents.
Troubleshoots office equipment and conference room technology issues.
Provides quality customer service to members of the public, department personnel, and members of other agencies.
Answers questions or connects the internal and external customer with appropriate resources.
Connects and responds to citizen requests in person, by phone, or via email.
Processes requests for a variety of Police Department services, both internal and community based.
Responds to incoming Police Department mail, emails, phone calls, and voicemails.
Researches and responds to a variety of citizen requests in accordance with city and police policies.
Responds in writing to records requests from Tucson Police Records or criminal justice agencies, completing redactions of files in accordance with current records laws prior to releasing information.
Develops and maintains department websites, prepares newsletters, and promotional materials.
Attends Police Department meetings and workshops.
Participates in the development of office policies and procedures by providing feedback to leadership.
Manages conference registrations, hotel bookings, and travel arrangements
Coordinates various special projects.
Performs all other duties and tasks as assigned.