Police Administration Coordinator

Town of Barnstable•Hyannis, MA

8d•Onsite

About The Position

The Police Department is a 7/24/365 operation which requires the management of certain daily operational needs to ensure efficient and effective delivery of public safety to the Town of Barnstable. The Office Manager/Police Administration performs skilled administrative, technical and research work in support of the Chief of Police and Police Administration. Serves as the primary administrative assistant for the Chief of Police and all staff members of Police Administration. Performs a myriad of detail-oriented administrative functions. Skilled clerical and administrative work in assisting the staff of Police Administration by managing the daily clerical, financial and administrative functional needs including accounts payable for large accounts and specialized purchases such as clothing allowance purchase, vehicle purchases, educational incentives and training of the department including. Also responsible for the inventory and ordering of all supplies and services used by both civilian and sworn personnel. Writes correspondence, performs data research and the compilation of information, handles and screens phone calls. Requires tact in communicating with members of the public and well as other town employees or departments. Maintains personnel files, health files and background files requiring a high level of confidentiality. Controls and facilitates access to the Chief and Administration Staff.

Requirements

Bachelor’s Degree in business administration or related field.
More than seven years experience in a responsible executive assistant or administrative position; or any equivalent combination of education and experience.
Knowledge of police operations and administration.
Certification as a Massachusetts Notary Public required, or must be able to obtain state certification within 120 days of hire.
Must be able to pass a police background check.
Courses in Criminal Justice that would facilitate research capability required of the job.
Possession of a Massachusetts Class D motor vehicle operator’s license required.
Must be Criminal Justice Information Systems (CJIS) certified.
Thorough knowledge of the basic principles of administrative and clerical procedures.
Working knowledge of police departmental operations and functions.
Working knowledge of MA Procurement Laws relative to Chapter 30(b).
Com-Pass and Procurement training is essential to this position.
Ability to maintain detailed and confidential records and to prepare reports from the same.
Ability to write correspondence and basic reports.
Ability to develop constructive working relationships and communicate appropriately and effectively with all employees, officials and the general public.
Ability to screen telephone calls and to manage phone callers effectively.
Ability to use tact to control office access to the Police Chief via telephone and unannounced visitors.
Must be able to demonstrate a level of proficiency in the use of Microsoft software including Word, Access and Excel.
Proficiency and demonstrated knowledge of automated accounting systems and MUNIS.
Strong troubleshooting and problem-solving skills.
Good written and verbal communication skills.

Nice To Haves

Strong knowledge of bookkeeping, payroll, budget and specialized software programs (MUNIS) including required trainings for updates that would affect Accounts Payable and Payroll and current police software.

Responsibilities

Serves as the primary administrative assistant for the Chief of Police and all staff members of Police Administration.
Performs a myriad of detail-oriented administrative functions.
Manages the daily clerical, financial and administrative functional needs including accounts payable for large accounts and specialized purchases such as clothing allowance purchase, vehicle purchases, educational incentives and training of the department.
Responsible for the inventory and ordering of all supplies and services used by both civilian and sworn personnel.
Writes correspondence, performs data research and the compilation of information, handles and screens phone calls.
Maintains personnel files, health files and background files requiring a high level of confidentiality.
Controls and facilitates access to the Chief and Administration Staff.
Establishes and maintains a complex record and filing systems.
Uses judgement and initiative to prioritize tasks, respond to inquiries, requests, complaints, solve problems and meet deadlines.
Maintains detailed and confidential records and prepares reports from the same.
Writes correspondence and basic reports.
Develops constructive working relationships and communicates appropriately and effectively with all employees, officials and the general public.
Screens telephone calls and manages phone callers effectively.
Uses tact to control office access to the Police Chief via telephone and unannounced visitors.