Administrative Assistant

Essential Duties

• Maintains and schedules appointments, meetings, etc., for the Chief of Police
• Composes and/or types memorandums and letters when requested by Administrative Personnel
• Performs receptionist duties (i.e. take messages, redirect calls to proper department/agencies)
• Makes copies of books, manuals and other materials as needed
• Maintains file systems (not pertaining to Official Police Records)
• Process Requisitions and Purchase Orders through the City Accounting Program
• Processes uniforms for all officers
• Ensures uniform purchases are recorded on equipment checklist for each employee
• Processes all incoming and outgoing Police Departmental mail
• Provides copies of reports, when required or requested, to the Galveston County District Attorney’s office (misdemeanor/felony/juvenile sections), Juvenile Detention, Texas Department of Public Safety, Parole Office, Probation Office, Auto Theft Task Force and other law enforcement agencies
• Performs local history record checks for citizens applying for certain jobs/government housing, for the Armed Forces regarding recruits and other government agencies on potential applicants
• Furnishes Police Clearance letters for persons planning to go overseas, attend a Police Academy, applying for United States citizenship, adoption qualifications, etc.
• Provides copies of accident reports as requested
• Enters all citations and warning tickets into the appropriate software program in order to develop an extensive and detailed master name history on all persons dealt with through the department
• Researches computer files for names and addresses of victims of target crimes, compiling/mailing informational letters to the crime victims or their surviving family members (i.e. burglary letters, crime victim’s compensation, etc.)
• Complies and submits yearly Racial Profiling Reports
• Complies and submits monthly National Incident-Based Reporting System (NIBRS) reports
• All Other Duties as assigned by the Chief of Police

Qualifications

• Knowledge of modern office practices and procedures
• Knowledge of business English, spelling and punctuation
• Knowledge of data entry procedures
• Knowledge of basic accounting procedures
• Knowledge of emergency management operations
• Knowledge of state and local laws and regulations governing reporting and maintenance of files relating to law enforcement

Skills

• Skill in operating computers and peripheral equipment
• Working knowledge of Microsoft Office Suite
• Skill in proofreading materials to ensure accuracy
• Skill in operating copy machines and other modern office equipment
• Skill to communicate orally and in writing

Abilities

• Ability to organize data
• Ability to follow oral and written directions
• Ability to make effective use of time
• Ability to establish and maintain effective working relationships
• Ability to communicate effectively with the public
• Ability to enter data into logs, files and databases accurately

Education & Experience

• A minimum of one year clerical experiences which involved extensive data entry, record maintenance and customer service

Benefits

• Full-time employees receive 100% employer paid: Health, Dental, Long-Term Disability, Basic Life, Multiple levels of dependent coverage available
• Other Benefits: Voluntary Life, Annual Longevity Payment, 13 Holidays, Sick Leave, Vacation Leave, Deferred Compensation