Assistant to Chief of Police

General Purpose

Provides a variety of routine and complex clerical, administrative, and technical work in the administration of the municipal police department, ensuring compliance with all state laws and best practices.

Works under the direct supervision of the Chief of Police.

None.

• Answers phone, directs calls, takes messages, greets the public and other receptionist duties.
• Ensure the integrity and confidentiality of information obtained through paper documents, electronic format or any other type of media.
• Assists in the development of short- and long-range plans; gathers, interprets, and prepares data for studies and reports; coordinates department activities with other departments and agencies as directed.
• Provides administrative assistance to staff in meeting management; assembles background materials and agendas, records action items for various meetings.
• Uses computer applications extensively such as Microsoft Word, Excel and PowerPoint. Develop spreadsheets, databases, etc. to streamline work efforts. Composes correspondence independently and maintains records and files.
• Prepares monthly, quarterly, and annual analytical reports as requested.
• Provides public records and public information requests to citizens, civic groups, the media and other agencies as requested by the Police Department.
• Reviews all offense and arrest reports monthly and calculates the monthly report for Uniformed Crime Reporting.
• Receives and distributes mail to the appropriate person or department.
• Checks and updates records; purges hard copy records and files; generates statistical summaries for calls and services for staff and other agencies.
• Review and verify all case files for accuracy and completeness before they are sent to prosecution.
• Handle all juvenile reports including notifying the schools and filing with the state.
• Retrieve, check out, and check in case files needed by officers.
• Provide statistics to both patrol and CID as needed.
• Update the Police Department website and other social media sites.
• Send incident reports and video evidence to the District Attorney’s Office, County Attorney’s Office and Department of Public Safety.
• Prepare Officer Statistics Report.
• Prepare Vehicle Mileage Report.
• Reconcile credit card statements, manage Police Department invoices.
• Retrieve and print monthly, and as needed, budget-to-actual reports.
• Assist Evidence and Property Custodian with inventory and proper handling of all evidence.
• Coordinate special functions.
• Serves as notary public.
• Grant writing for state and federal funding.
• Other duties, as assigned.

• Attend professional development workshops and conferences, as needed.
• Travels to various destinations in and out of the city.
• This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, Management reserves the right to modify, add or remove duties and assign other duties as necessary that are a logical assignment to the position.

• High school diploma or GED equivalent with specialized coursework in general office practices such as typing, filing, accounting and bookkeeping.
• One to three years of related experience that includes Uniform Crime Report and records retention or retrieval; or
• Preference given for college level equivalent coursework towards a degree.
• Any equivalent combination of education and progressively responsible experience, with additional work experience substituting for the required education on a year for year basis.

• Ability to gain knowledge of the principles and practices of modern public administration and police departments; some knowledge of office practices and procedures; ability to gain knowledge of modern records management techniques, including legal requirements for recording, retention, and disclosure.
• Skill in the operation of listed tools and equipment.
• Adheres and…