Administrative Technician (Police Department)

Town of Los Gatos•Los Gatos, CA

2d•Onsite

About The Position

The Los Gatos-Monte Sereno Police Department has one immediate opening for a full-time Administrative Technician in the Support Services Bureau, which oversees finance, personnel, training, recruitment, website administration, background services, and special projects. This position requires strict confidentiality and the ability to handle a large volume of work with precise attention to detail.

Requirements

Three years of complex and varied administrative and technical support experience.
Proficiency in the Microsoft Office suite, particularly Word, Excel, and PowerPoint.
Ability to handle sensitive information with discretion.
Clear, concise writing and confident interpersonal communication.
Skilled at managing multiple priorities and deadlines with thoroughness and accuracy.
Ability to thrive in a dynamic, fast-changing environment with competing demands and changing priorities and needs.
Understanding of the importance of tact, diplomacy, and relationship management.
Passion for serving the community and supporting effective local government.
Strong independent judgment when evaluating options and determining optimal solutions.
Detail-oriented, organized, and proactive.
Working knowledge of public-sector financial and procurement procedures, including invoice processing, budget monitoring, purchasing and purchase orders, agreement and contract administration, and grant coordination and management.
Ability to prepare professional documents and presentations, maintain accurate records, track expenditures, and organize and analyze information.
Ability to manage multiple priorities while maintaining accuracy, accountability, and compliance with established policies and procedures.
Must pass an extensive background investigation, including criminal history, credit check, drug screening, medical clearance, psychological evaluation, polygraph, fingerprinting, professional reference check, and other security vetting, and maintain all required clearances as a condition of employment.

Nice To Haves

College-level coursework or technical training or certification.
Experience in government administration and financial processes, preferably within a law enforcement or public safety agency.
One (1) or more years of experience providing administrative support to a Police Department or municipality in a financial capacity.
Experience with contracting software such as OpenGov or Tyler Munis ERP.

Responsibilities

Compile, analyze, and organize departmental data, statistics, and program information; prepare reports, summaries, charts, and other materials to support departmental operations, compliance, and decision-making.
Prepare, review, proofread, edit, and format professional documents, including reports, memoranda, correspondence, contracts, presentations, agendas, and meeting materials.
Monitor and track departmental budgets, expenditures, and account balances; process and verify invoices, purchase orders, requisitions, agreements, and contracts using the Town’s financial management systems.
Coordinate procurement activities for departmental supplies, equipment, and services; review purchasing documents and financial transactions for accuracy and compliance with established policies and procedures.
Process and maintain confidential personnel records and employment-related documentation, including hiring, separation, retirement, benefits, and personnel action forms; ensure records are accurate, complete, and properly maintained.
Support recruitment and personnel administration by maintaining job postings and salary information, updating related records and documents, and responding to employee and external agency inquiries regarding applicable policies and procedures.
Develop, maintain, and improve departmental forms, filing systems, records management processes, and administrative procedures to promote accuracy, efficiency, and compliance with applicable requirements.
Coordinate meetings, special events, and departmental activities, including scheduling facilities, preparing agendas and materials, arranging equipment and logistics, and coordinating employee meetings, wellness programs, and benefits events.
Conduct research using online resources, databases, and internal information systems; compile information, complete surveys, prepare compliance documentation, and assist with departmental projects and program initiatives.
Provide administrative and technical support to department staff and coordinate with internal departments, outside agencies, and community organization.