Administrative Assistant (Police Department)

City of Saco•Saco, ME

2d•Onsite

About The Position

The Saco Police Department seeks an Administrative Assistant who will perform a full range of administrative and secretarial duties under the supervision of the Chief of Police or designee. The ideal candidate will demonstrate professionalism, maintain strict confidentiality, and be capable of taking initiative while working independently when needed. This role requires significant independent judgment when interacting with the public and senior department leadership.

Requirements

High school diploma or GED equivalent
Minimum of two years’ experience as an administrative assistant which required the use of independent judgment
Outstanding oral and written communication skills
Excellent customer service abilities
Self-starter who works independently
Familiarity with office equipment (copier, fax)
Proficient in Microsoft Office, including advanced Excel and PowerPoint
Detail-oriented with exceptional organizational skills
Experience managing complex files and records
Strong problem-solving and analytical thinking skills
Professional and polished demeanor

Nice To Haves

Ability to quickly learn MUNIS reporting

Responsibilities

Conducts self professionally and courteously; maintains effective working relationships with department personnel, agencies, elected officials, and the public
Maintains strict confidentiality of departmental and administrative functions
Greets visitors; answers questions; answers telephones; provides directions and general information; responds to inquiries, takes messages, and makes appropriate transfers
Plans and schedules meetings, presentations, and departmental events
Assists Deputy Chief with reviewing timesheets and payroll requisitions; enters payroll information into the system
Supports senior staff with operational tasks; performs general accounting and bookkeeping duties
Monitors budget; prepares purchase orders; submits requisitions for payment
Develops organizational procedures and systems for office personnel (filing, billing, accounts payable, payroll)
Assists Human Resources with personnel inquiries (payroll issues, educational compensation, longevity increases, worker’s compensation)
Receives and responds to all Freedom of Access Act (FOAA) requests. This includes redaction of reports and video’s pursuant to FOAA requests.
Delivers all monies received from fees, report copies, and asset forfeitures to City Hall
Monitors and maintains office equipment and contracts
Maintains incarceration records for monthly reporting to the Bureau of Corrections
Updates police department website as needed
Records meeting minutes for the Saco Traffic Safety Committee
Arranges all agency training and travel logistics
Performs other duties and tasks as directed