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ADMINISTRATIVE ASSISTANT TO POLICE CHIEF


GENERAL SUMMARY: Working under the direction of the Chief of Police, the Administrative Assistant provides complex research-based, technical, financial, and/or policy driven analysis and administrative support to the Police Department. The Administrative Assistant possesses an understanding of organizational and basic operational aspects of municipal government, is knowledgeable in budgetary principles and practices, is familiar with payroll practices and implementation, works well among various groups within and outside of the organization, and provides administrative services to the executive staff.


PRINICIPAL DUTIES AND RESPONSIBILITIES

  • Manage payroll in a complex system with numerous classifications.
  • Assist in preparation of annual budget for Police Department.
  • Manage all police budgetary issues, including accounts payable.
  • Prepares and maintains all files belonging to the Chief and executive staff.
  • Oversee routine updating of Police Department webpage and electronic signage.
  • Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.
  • Provide administrative assistance to police department staff, including the Chief, 2 Deputy Chiefs and 5 Sergeants.
  • Serve as Department representative on projects and coordinates activities with other departments, outside agencies & organizations, and community groups.
  • Receive and respond to customer and vendor-related inquiries and concerns.
  • Provide training to staff and other groups as needed.
  • Manage coordination of Police Community Room, including scheduling and set-up.
  • Maintains a record of all leaves of absence to include balance information for vacation, personal, comp, and sick time usage.
  • Updates and monitors employee training records/mandates thru department software & ILETSB.
  • Register door to door solicitors, conduct background check, recommend approval or denial to Chief/Deputy Chief, maintain solicitor complaints and maintain “Do Not Knock” registry for door to door solicitors.
  • Assists with collective bargaining negotiations, gathering of appropriate information/statistics. 
  • Process new employees, including scheduling of recruit academies, prepare recruit training manual.
  • Maintain jail standards and prepare quarterly reports/monthly reports to the Illinois Department of Corrections.
  • NIMS Coordinator for the Police Department.
  • Prepare & maintain various (Tobacco, Bullet Proof Vest) grants for the department.
  • Locks or otherwise makes secure all files, other places of safekeeping and the door to the administrative offices at the conclusion of the business day.
  • Serve as the Administrative Assistant to the Sterling Fire and Police Commission. This includes attending quarterly meetings, preparing agendas and notes for the Commission, communication with vendors, scheduling meeting and testing dates for applicants, and assisting in all aspects of the hiring for prospective police and fire applicants. This duty comes with a monetary yearly stipend. 


KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

 

  • Extensive knowledge in the application and use of advanced office and data management equipment, including word processing, spreadsheet, database and other automated systems.
  • Extensive knowledge of the operating procedures of the department and its personnel.
  • A high level of personal management and interpersonal skills are required including a high level of organizational skill.
  • Ability to communicate effectively in oral and written form in order to furnish and obtain information from other departments.
  • The ability to follow oral and written instructions;
  • The ability to maintain the confidence and trust of the Chief of Police and command staff.
  • A high level of problem-solving ability, self-initiative and a willingness to work a majority of the time without direct supervision.
  • The ability to analyze situations and make decisions that are consistently in line with the agency’s mission, goals and objectives.
  • Ability to establish effective working relationships with employees and the public.


ORGANIZATIONAL SUPPORT

  • Prepares and maintains a correct record of the names, addresses, telephone numbers and badge number of all sworn and non-sworn personnel.
  • Prepares and maintains the appropriate files pertaining to the department's operating budget.
  • Makes recommendations to the administrative personnel for the appropriate budget accounts and future budgeting.
  • Prepares and maintains the appropriate telephone numbers and addresses of the companies that the administrative personnel may frequently be in contact with.
  • Prepares and types any orders and necessary reports that are to be distributed to the department.
  • Routes the appropriate bills payable for the efficient operation of the department.
  • Keeps accurate record of the petty cash, and Investigative Drug Fund money.
  • Keeps accurate records of any monies received from different grants and/or from other assigned drug arrest convictions.
  • Routes and handles all the necessary telephone calls.
  • Sorts and distributes department mail.
  • Maintains inventories and orders offices supplies, materials, officer equipment, officer uniforms.
  • Compiles and gathers all information and prepares reports and statistical data for the department.
  • Assistant to the Fire & Police Commission (assisting with hiring process of police officers, firefighters, promotion of police sergeant, promotion of fire captain & lieutenant, meeting notices & agendas).
  • Maintain & manage department personnel files, internal investigation, citizen complaint, and medical files.


PERIPHERAL DUTIES:

  • Attends training seminars and workshops related to secretarial and administrative responsibilities.
  • Makes reservations and travel arrangements for meetings, seminars, and conventions.
  • Perform other duties as assigned.


SCHEDULING:

The position involves regular work days Monday through Friday. Work shifts are 8 hours in duration but may be extended in the event of emergency, disaster, work load, or work-in-progress, or assigned work by supervisor.


JOB ENVIRONMENT:

The position has frequent contact with the public and department staff, other outside law enforcement agencies and organizations, vendors, contractors, and other police departments. The purpose for contact is to respond to inquiries, answer routine questions, and to exchange information. Contacts are made in person, via email, telephone, or in writing.

 

ENVIRONMENTAL FACTORS: The position involves exposure to and requires the employee to function in the presence of: Weather conditions: all and extreme weather conditions.


EQUIPMENT: The position requires the ability to efficiently operate the following equipment:

  • Basic office equipment: including but not limited to typewriters, telephones, computer terminals, copy machines, transcribers, etc.
  • Writing implements and basic drawing techniques, including the ability to write legible documents and present simple diagrams.
  • Orders the necessary supplies and equipment for the offices.
  • Maintains the administrative computer operation files, and is familiar with various department database, spreadsheet and word processing programs.


WORK CHARACTERISTICS: The position requires the employee to have and maintain:


 Physical condition needed to:


  • Lift and carry equipment when necessary.
  • Walk, stand or sit for long periods of time.
  • Endure exposure to extreme weather.
  • Communicate effectively.
  • Operate required equipment.
  • Perform required job tasks and functions.
  • Provide assistance to citizens and co-workers in distress.
  • Effective audio-visual discrimination and perception needed to:

Make observations

Read and write


 Ability needed to:


  • Understand, and interpret local ordinances and Police Department and City rules and policies.
  • Understand and respond accurately to written and oral directions, instructions, inquiries and requests.
  • Work independently and effectively within the confines of standard operating procedures.
  • Initiate appropriate interpersonal and intra-and inter agency communications.
  • Act quickly, calmly and decisively in emergencies and under stress.
  • Handle situations firmly, courteously, tactfully and impartially.
  • Express oneself clearly and concisely, orally and in writing.
  • Record information clearly and completely.
  • Maintain confidentiality in the performance of duties.
  • Assimilate, retain and effectively use geographic knowledge concerning the City and the surrounding vicinity.
  • Ability to establish and maintain effective working relationships with employees, supervisors, other departments, officials and the public.


 Emotional and psychological stability needed to:


  • Accept constructive criticism in a mature fashion.
  • Effectively communicate and interact positively with fellow employees and citizens.
  • Tolerate stress.
  • Function effectively under stress.
  • Deal effectively with the repugnant, abnormal the otherwise unpleasant and unusual facets or results of human behavior.


ACCEPTABLE EXPERIENCE AND TRAINING: Completion of a standard high school course (or equivalent G.E.D.), preferably supplemented by additional college level courses or degrees, meeting the age and other physical requirements prescribed by the City at the time of examination. Ability to complete on the job training program as determined by department administration.