Administrative Assistant - Campus Police
About The Position
JOB SUMMARY: The Administrative Assistant to the Chief of Campus Police provides assistance in the administration and operation of the Campus Police office. ESSENTIAL JOB FUNCTIONS: The employee in this position will have the following essential job functions: Performance of general secretarial functions Process personal action forms (PAF) for employees and assist with applicable employment paperwork Responds to questions and needs regarding policies and procedures of the Campus Police department Maintains up-to-date information regarding Campus Police such as online forms, policies and procedures, etc. Maintains Campus Police website through ongoing training from Campus Technology Monitors supply of and orders Shield ID Cards Works closely with parking permit vendor to ensure yearly permits are approved and purchased Communicates to students concerning citations and citation holds Charges student accounts for replacement Shield ID Cards Maintains and renews registrations for department vehicles Manages Special Local Peace Officer (SLPO) Program and ensures all Officers are current with requirements Monitors and manages all office supplies Responsible for working closely with the Chief of Campus Police to ensure that departmental responsibilities are met Maintains calendar of scheduled events for the Chief Works closely with the Assistant Chief of Operations during special events specific to the Campus Police office or the Seminary when extra security is necessary Processes Concur expense reports Establishes new vendors according to Seminary policy and functions as the contact for invoice payment Processes and pays all invoices Reconciles ProCard statements Works with various departments and the Accounting office to create and charge for extra security during internal/external events Submits capital requests and monitors capital project status for invoices and closure of capital accounts Expected to cross-train in the Campus Information Representative responsibilities Answers main seminary phone line and assists with responsibilities when the Information Representative is busy Assist with the hiring and training of the Campus Information Representatives Tracks Officer overtime, holiday time, and special duty time and submits department personnel action forms Tracks and submits part-time Officers separate timesheets Maintains office event board to ensure the awareness of special events on campus and approved requests for Campus Police Officers Establishes Off-Duty Police as vendors and secures payment for special events Performs other duties as may be assigned by the Chief of Campus Police.
Requirements
- The person in this position must have a high school diploma or GED.
- The person in this position must have good writing, communication, and organizational skills.
- Must be skillful in Excel, Word, and PowerPoint.
Nice To Haves
- Prior secretarial experience is preferred.
Responsibilities
- Performance of general secretarial functions
- Process personal action forms (PAF) for employees and assist with applicable employment paperwork
- Responds to questions and needs regarding policies and procedures of the Campus Police department
- Maintains up-to-date information regarding Campus Police such as online forms, policies and procedures, etc.
- Maintains Campus Police website through ongoing training from Campus Technology
- Monitors supply of and orders Shield ID Cards
- Works closely with parking permit vendor to ensure yearly permits are approved and purchased
- Communicates to students concerning citations and citation holds
- Charges student accounts for replacement Shield ID Cards
- Maintains and renews registrations for department vehicles
- Manages Special Local Peace Officer (SLPO) Program and ensures all Officers are current with requirements
- Monitors and manages all office supplies
- Responsible for working closely with the Chief of Campus Police to ensure that departmental responsibilities are met
- Maintains calendar of scheduled events for the Chief
- Works closely with the Assistant Chief of Operations during special events specific to the Campus Police office or the Seminary when extra security is necessary
- Processes Concur expense reports
- Establishes new vendors according to Seminary policy and functions as the contact for invoice payment
- Processes and pays all invoices
- Reconciles ProCard statements
- Works with various departments and the Accounting office to create and charge for extra security during internal/external events
- Submits capital requests and monitors capital project status for invoices and closure of capital accounts
- Expected to cross-train in the Campus Information Representative responsibilities
- Answers main seminary phone line and assists with responsibilities when the Information Representative is busy
- Assist with the hiring and training of the Campus Information Representatives
- Tracks Officer overtime, holiday time, and special duty time and submits department personnel action forms
- Tracks and submits part-time Officers separate timesheets
- Maintains office event board to ensure the awareness of special events on campus and approved requests for Campus Police Officers
- Establishes Off-Duty Police as vendors and secures payment for special events
- Performs other duties as may be assigned by the Chief of Campus Police
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
