Management Support Specialist

The City of McMinnville is looking to hire a Management Support Specialist/Community Engagement Coordinator for the Police Department. This position provides support to multiple critical police functions, including the Records Section and business office functions. The position provides customer services to citizens and interacts with other city departments on a regular basis. The position includes an emphasis on citizen engagement through active social media posting and by participating in community events on behalf of the Police Department.

The ideal candidate for this position will be self-motivated, organized, quick to learn, and not afraid to ask questions. We are looking for someone with experience in accounts payable and accounts receivable, and/or other office and administrative functions. The ideal candidate will have experience providing customer service to a wide demographic. We are looking for someone who can juggle multiple tasks and who thrives in a dynamic work environment.

This position will remain open until filled. For best consideration, please submit your application and required materials by Monday, December 8th.

Accounts Payable

• Lead employee responsible for accounts payable functions for the Police Department.
• Create and process purchase orders (PO) and requests for payment (RFP).
• Track and receive billing for other departments/businesses.

Customer Service

• Assist citizens walking at the front counter.
• Assist citizens via phone calls and emails.

Records, Evidence, and Administrative Support

• Process police forms such as CCR’s, e-tickets, and Trespass Enforcement agreements.
• Process human resources and training forms for police department employees.
• Perform evidence and property related tasks when Police Evidence Technician is unavailable.
• Other administrative tasks as assigned.

Social Media and Community Outreach

• Create and share content for continuous community engagement.
• Collaborate with other departments to manage reputation and coordinate actions.
• Order and design promotional materials.
• Coordinate Police Department involvement in numerous city events (National Night Out, Community Fair, Cruising McMinnville, Trick-or-Treat on 3rd, etc.).

• Establish and maintain effective working relationships with staff, other agencies, and the public.
• Perform other duties as assigned within the scope of the classification.
• Participate in committees when requested.
• Maintain proficiency in job requirements which may include attending training and meetings, reading materials, and meeting with others in areas of responsibility, which may require travel.
• Maintain work areas in a clean and orderly manner.
• Maintain confidentiality, data integrity, and comply with all related city, state, and federal standards related to confidentiality.

Any equivalent combination of education and experience which provide the knowledge, skills, and abilities required to perform the duties as described. A typical way to qualify would be a high school degree plus at least 2 years of related training/experience. This position also requires:

Knowledge of:

• General office procedures and office equipment.
• General computer skills, and various office and business software products.
• Electronic and manual filing and record keeping systems.
• Basic math and business writing.
• Customer service techniques to work effectively with customers in person, by telephone, and via email.

Skill and Ability to:

• Track and prioritize multiple tasks at the same time with meticulous attention to detail.
• Problem-solve to perform job functions with sometimes limited or ambiguous information.
• Manage paperwork and keep track of assigned tasks.
• Provide excellent customer service.
• Communicate with internal and external departments and divisions.
• Ensure accuracy in communicating information to the public and other stakeholders.
• Pass an extensive law enforcement background check.
• Exemplify traits that reflect the City’s culture, including integrity, customer service orientation, cultural competency, trustworthiness, flexibility, and a willingness to change.

The position requires regular (60–80%)…