Police Patrol Administrative Assistant

City of Hobbs•Hobbs, NM

12d•Onsite

About The Position

Under the general direction of the Police Captain assigned to the Patrol Division, the Police Patrol Administrative Assistant provides comprehensive administrative, clerical, and organizational support to the Patrol Division and Police Department command staff. This position assists with coordinating departmental administrative operations, maintaining confidential information, budgeting and purchasing processes, training records, policy management, accreditation activities, grant administration, statistical reporting, and written and verbal communications. The position serves as a key administrative liaison between the Police Department, City departments, elected officials, outside agencies, vendors, and members of the public. Duties require exceptional organizational skills, professionalism, discretion, attention to detail, and the ability to manage sensitive and confidential information.

Requirements

Graduation from high school or GED equivalent required.
Three (3) years of progressively responsible administrative, executive assistant, or office management experience preferred.
Experience in municipal government, public administration, or a law enforcement environment preferred.
Knowledge of Standard Microsoft Software.
General knowledge of accounting principles preferred.
Ability to communicate effectively with citizens in order to resolve complaints or conflicts.
Ability to perform duties with a high degree of attention to detail with a high degree of accuracy.
Ability to establish and maintain effective working relationships with Police staff, various other agencies and general public.
Valid state issued driver’s license required.
Ability to obtain Notary public certification within one year from date of hire.
May be required to obtain access credentials for law enforcement and City information systems as necessary for assigned duties.

Responsibilities

May serve as the backup to administrative assistants located in other division of the Police Department
May assist in the accreditation process and aid in records management
Provides administrative support to the Patrol Division Captain, Chief of Police, and other command staff as assigned.
Maintains calendars, appointments, meetings, deadlines, and administrative commitments.
Prepares correspondence, memoranda, reports, spreadsheets, presentations, forms, policy documents, and executive summaries.
Receives, reviews, organizes, and distributes correspondence and administrative information.
Maintains organized electronic and physical filing systems for departmental records.
Tracks assignments, projects, deadlines, requests, and administrative initiatives.
Coordinates meetings and administrative activities involving department personnel, City officials, outside agencies, and community partners.
Maintains records relating to employee assignments, leave, overtime, training, certifications, evaluations, and employment status changes.
Assists with the preparation and processing of personnel action forms and related documentation.
Maintains organizational charts, contact directories, staffing rosters, and departmental reference materials.
Tracks employee evaluations, probationary periods, training requirements, certification dates, and personnel-related deadlines.
Coordinates documentation associated with promotions, transfers, special assignments, and other personnel actions.
Ensures confidential personnel information is handled appropriately and disclosed only to authorized individuals.
Acts as a timekeeper for the division with current City time and attendance software.
Processes purchase requisitions, purchase orders, invoices, and related financial documents.
Assists with grant administration, reimbursement requests, and related financial reporting.
Prepares reports, spreadsheets, summaries, and statistical information for command staff.
Maintains administrative records required by department policy, City regulations, and accreditation standards.
Maintains records associated with departmental programs, projects, and special initiatives.
May serve on various employee committees, as required and assigned.