Chief Office Administrator

Employment Type:

Supervisor: Police Chief

FLSA Status: Exempt

Random Substance Testing: No

Employment Opportunity Summary

This position is responsible for performing administrative and managerial duties in support of the administration of the Police Department.

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Employment Opportunity Additional Details

Job Scope:

The purpose of this position is to direct, manage, and complete administrative tasks in support of the Police Chief and the department. Successful performance helps ensure the integrity, confidentiality, and efficiency of administrative operations.

Essential Duties and Responsibilities:

  1. Answers telephones, field questions and direct phone calls to appropriate bureau, processes mail, files documents, orders supplies, and prepares and transcribes reports, memos, forms, other documents, maintains and schedules multiple events, and handling special projects as they arise.
  2. Manages and maintains the following calendars: training, training room, conference room special events, community policing events, and the Chief of Police. Coordinates agendas that include multiple department bureaus and the Chief of Police to manage sworn and non-sworn participation.
  3. Prepares, maintains, and disseminates various forms such as personnel orders, training forms, ride-along forms, and memorandum logs. Handles Special Event and Dumpster Permits; ensures compliance, routes for approval, distributes and arrange for personnel and/or equipment needed, notify all parties involved.
  4. Prepare (type), copy and distribute any new policies or procedures.
  5. Serves as administrator to the Police Personnel Board: prepares quarterly meeting agendas, schedules meetings, and prepares meeting packets.
  6. Manages, organizes, and participates in the police recruit testing processes which are normally performed on non-work day, Saturday. This work is performed in coordination with the Police Personnel Board. Prepares mailings and advertisements; orders test materials; sets up facilities for tests; determines qualified candidates and notifies them appropriately, prepares candidate packets; oversees the written examinations and interview process; prepares memoranda for applicants; directs the background investigation process; schedules candidate psychological, physical and physical agility testing; oversees and prepares in-house new hire paperwork and appointment.
  7. Manages, organizes, and participates in the department promotional process Corporal to Chief of Police. This work is performed in coordination with the Police Personnel Board. Prepares postings; orders books and testing materials; manages testing and interviews schedules; arranges outside administrative assistance as needed; prepares for both outside assistance and PPB candidate packets for day of interviews prepares memoranda for candidates; and prepares promotional personnel orders.
  8. Prepares and maintains confidential files, including personnel records, internal affairs, civilian complaints, and inter-agency correspondence and/or contracts. Scans personnel files into the records management system.
  9. Maintains the department’s benevolent bank account: orders and purchases flowers, gifts, and cards for employees and/or immediate family members as warranted; maintains calendar of employee birthdays and hire dates; reconciles bank statements.
  10. Establishes and maintains various computerized databases.
  11. Assists with hiring process for civilian positions; schedules and administers tests; participates in interviews.
  12. Organizes, plans, and directs multiple special events, including awards and memorial ceremonies, graduations, holiday and community events, and blood drives.
  13. Assists with annual projects such as budgets, ballots for Police Advisory Committee, ordering of promotional products, or with special projects as needed.
  14. Posts and maintains paperwork received from the City, including job notices, policy and procedure changes, and benefits notices. Maintains all employee postings required by state and Federal law.
  15. Maintains office equipment.
  16. Performs other related duties as assigned.
  17. Subject to call-in.
  18. Oversees the department payroll process and completes payroll reports.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements does not exclude them from the position if the work is similar or related to the position.

Minimum Qualifications:

  1. Associates degree in Secretarial Science, Business, Planning or related field from an accredited college, preferred but not required.
  2. Past work experience will be considered in place of the education requirement.
  3. 2 years of experience in a related field.
  4. Knowledge of Microsoft Office Products.
  5. Knowledge of municipal government practices preferred.
  6. Valid driver’s license.

Necessary Knowledge, Skills, and Abilities:

  1. Knowledge of modern office practices and procedures.
  2. Knowledge of city and department policies and procedures.
  3. Knowledge of software and database applications.
  4. Skill in operating a computer and standard office equipment.
  5. Skill in oral and written communication.


  1. City ordinances, state law, city and department policies and procedures, and supervisory instructions.
  2. Guidelines require decision making, judgment, selection, and interpretation in application.


The work consists of related administrative and management duties. Conflicting project priorities and multiple projects contribute to the complexity of the work.

Principal Working Relationships:

  1. Police officers and non-sworn police staff.
  2. Police Personnel Board, Co-workers, and City employees
  3. Law enforcement personnel from other agencies, civic and business leaders, media representatives, vendors, and the general public.

Purpose of Contacts:

Contacts are typically to give or exchange information, provide services, resolve problems, give instruction, motivate or influence persons, and clarify, justify, defend, negotiate, or settle matters.

Supervisory and Management Responsibility:

The position has direct supervision over specific administrative operations covering sworn and non-sworn employees including but not limited to officer testing, promotions, special events, and other operations as assigned by the Chief of Police.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work is typically performed while sitting at a desk or table with intermittent standing or stooping. Some reaching and bending may be required. The employee occasionally lifts light and heavy objects.

Work Environment:

The work is mostly sedentary and typically is performed in an office. Work may involve prolonged use of the telephone and personal computer.