About the Department
Under the general supervision of the Executive Assistant or designee, this position is responsible for routine and complex clerical, administrative, and financial tasks required to maintain the general operations and financial integrity of the Police Department, and of other divisions under Public Safety.. This role requires attention to detail, the ability to manage multiple responsibilities, and adherence to departmental and town policies.
Schedule
This SKMEA 35 hours a week position will work a schedule of 8am to 4pm Monday through Friday with a 1 hour unpaid lunch.
Salary
$29.66 - $32.07 Hourly, SKMEA Grade 7, 7 hour shift
Position Duties
- Provide general administrative support to the Chief of Police and command staff, including handling communications, recordkeeping, and general office operations.
- Assist with preparing payroll, including compiling time entries, troubleshooting errors, and establishing payroll exports/imports from the time entry system
- Manage departmental records and documents, ensuring accurate filing and retrieval.
- Maintains and updates departmental databases and records systems to ensure accurance, accessibility, and compliance with applicable retention schedules and policies;
- Assists with records compliance including preparation and organization of documents for audits, public records requests, or internal review;
- Respond to inquiries from staff and the public and refer complex issues as appropriate.
- Serves as an initial point of contact for visitors and callers, providing general information, coordinating appointments and ensuring inquiries are directed appropriately in a professional and efficient manner;
- Assist with monitoring and preparing departmental budgets, compiling data, and supporting financial reporting.
- Assists with processing a variety of online applications and checks applications for accuracy and completeness prior to final review and decision-making;
- Reconcile receipts, prepare deposits, and assist with state revenue reporting.
- Assist with coordinating and tracking the purchasing and inventory of uniforms, materials, and supplies in accordance with procurement policies.
- Process purchase orders and maintain accurate vendor records, ensuring proper documentation and resolving billing issues.
- Coordinates with other Town departments and external agencies to facilitate administrative, financial, and operational processes;
- Manage petty cash and handle interoffice mail distribution.
- Provides administrative support for special projects, departmental initiatives, and operational needs as assigned;
- Identifies opportunities to improve administrative processes and workflows to enhance efficiency and service delivery;
- Perform other administrative or support duties as assigned
Minimum Qualifications
Education and Experience
- High school diploma or GED;
- Associate’s degree in business administration or related field is preferred;
- Five (5) years of progressively responsible experience in modern office practices such as word processing, accounting, and computers; or an equivalent combination of education and experience.
Necessary Knowledge, Skills, and Capabilities
- Working knowledge of personal computers including word processing, spreadsheet, and database applications, and modern office practices;
- Ability to effectively communicate clearly both verbally and in writing;
- Excellent customer service and conflict/problem resolution skills;
- Ability to establish and maintain successful working relationships with members of the general public, fellow employees, and others in a courteous manner;
- Ability to multi-task, prioritize, stay organized, be detail oriented, and work in a fast paced environment;
- Ability to exercise independent judgement in decision making and carrying out responsibilities and independently;
- Ability to maintain discretion and work a confidential manner;
- Ability to handle sensitive law enforcement and personnel information with a high level of confidentiality and discretion;
- Ability to learn and apply knowledge and experience when using various municipal software;
- Requires valid driver’s license or ability to obtain one prior to employment;