Police Administrative Services Specialist

City of Maricopa•Police Department, AZ

19h

About The Position

The Police Administrative Services Specialist supports the effective operation of the Police Department through professional, paraprofessional, technical, analytical, financial, and complex administrative work. The position supports departmental programs, projects, budgets, contracts, purchasing, records management, policies and procedures, and related administrative functions. It works closely with Police Department personnel and management, other City departments, outside agencies, vendors, and members of the public. The role involves research, information analysis, administrative coordination, confidential records management, and support for departmental initiatives, requiring independent judgment, attention to detail, effective communication, and the ability to manage multiple priorities. The position provides administrative support for department operations; assists with developing and maintaining policies, procedures, programs, and administrative processes; researches and analyzes operations; and prepares data, reports, presentations, correspondence, and other materials. It supports performance tracking, annual budget development, expenditure monitoring, financial documentation and reconciliation, contract administration, and research into funding opportunities. It also conducts special projects and research assignments, provides customer service, and helps ensure activities comply with applicable laws, regulations, City policies, and departmental procedures. A high school diploma or GED is required. Three years of experience in municipal government, law enforcement, public safety, budgeting, contracts, records management, or program administration is preferred. An equivalent combination of training, education, and experience may provide the required skills, knowledge, and abilities. The employee must possess and maintain a valid Arizona driver’s license or obtain one within 30 days of hire, unless a qualifying military exception applies. Employment is contingent on successfully completing required background and drug screenings.

Requirements

High school diploma or GED.
Three years of experience in municipal government, law enforcement, public safety, budgeting, contracts, records management, or program administration is preferred; equivalent combinations of training, education, and experience may provide the required skills, knowledge, and abilities.
Possess and maintain a valid Arizona driver’s license, or obtain one within 30 days of hire, unless a qualifying military exception applies.
Successfully complete required background screening and drug screening.
Knowledge of law enforcement procedures and terminology; applicable laws, regulations, policies, and procedures; municipal government operations; administrative practices; budget preparation and monitoring; financial recordkeeping; contract administration; intergovernmental agreements; project and program administration; research methods; data collection and basic analysis; confidential information handling; customer service; and Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
Knowledge of City software and information systems, including MUNIS, NEOGOV, and Legistar.
Ability to communicate effectively orally and in writing and prepare clear, concise, professional reports, correspondence, presentations, and other documents.
Ability to conduct research, compile information, analyze data, and support budget preparation, expenditure tracking, and financial recordkeeping.
Ability to coordinate contracts, projects, programs, and administrative processes; organize work; manage time and competing priorities; and meet deadlines.
Ability to produce accurate, detailed work; identify problems and recommend solutions; and exercise initiative, independent judgment, discretion, and attention to detail.
Ability to interpret and apply applicable laws, regulations, policies, procedures, and standards.
Ability to maintain confidentiality and appropriately handle sensitive and law-enforcement-related information.
Ability to adapt to changing priorities and unexpected situations and coordinate projects and programs to meet established goals and objectives.
Ability to provide courteous, responsive, professional service and establish effective working relationships with City officials and employees, law enforcement personnel, outside agencies, vendors, and the public.
Ability to use computers, office equipment, and job-related software applications.

Nice To Haves

Three years of experience in municipal government, law enforcement, public safety, budgeting, contracts, records management, or program administration.

Responsibilities

Provide professional and administrative support for the daily operations of the Police Department.
Assist in developing, reviewing, implementing, and maintaining departmental policies, procedures, protocols, programs, and administrative processes.
Research and analyze departmental operations and identify opportunities to improve processes, efficiency, service delivery, and administrative functions.
Compile, analyze, and prepare data, reports, presentations, correspondence, and other materials for management review and decision-making.
Assist with tracking and monitoring departmental performance measures, projects, programs, goals, and objectives.
Support annual budget development by gathering data, conducting research, preparing narratives and statistical justifications, calculating estimates, and compiling supporting documentation.
Monitor departmental expenditures and financial activity to help ensure adherence to approved budgets.
Process and track invoices, purchase orders, receipts, expenditures, and other financial documentation; assist with reconciliation and discrepancy research.
Track and administer departmental contracts, coordinate with the Legal Department and contracting entities, prepare and route contracts for approval, enter applicable contracts into Legistar, and monitor amendments, renewals, and expiration dates.
Maintain knowledge of City processes related to contracts, intergovernmental agreements, purchasing, and other administrative agreements.
Research funding opportunities relevant to department programs and initiatives and assist with compliance, reporting, and documentation requirements.
Conduct special projects, research assignments, and data-collection efforts, and take responsibility for related administrative activities as assigned.
Provide professional customer service to internal and external customers and refer matters requiring supervisory, management, or specialized attention as appropriate.
Ensure administrative and operational activities comply with applicable laws, regulations, standards, City policies, and departmental procedures.
Perform other duties as assigned.