Administrative Assistant - Smithfield Police Department

Salary: $35,465.04 - $46,991.18 Annually
Location : Smithfield Police Department
Job Type: Full-Time
Job Number: SMITH00008
Department: SMITHFIELD POLICE DEPARTMENT
Opening Date: 03/12/2026


Working for the Town of Smithfield allows you to make a difference in your local community. Working as a TEAM, we provide exceptional customer service to enahce the experience of our residents, visitors, and businesses. We offer a work environment with excellent work-lfe balance, great benefits, community involvement, and the opportunity to work with amazing, dedicated people!

Summary


Under direct supervision of the Office Manager, performs a variety of clerical and administrative support duties for the Police Department. Duties include preparing and maintaining records and correspondence, maintaining inventories, compiling reports and providing general office support. Performs related work as required.

Essential Functions

• Answers calls for Smithfield Police Department (SPD). Directs calls to appropriate personnel. Provides general information and answers questions as appropriate. May also dispatch police services.
• Greets incoming visitors and directs them to appropriate personnel or department. Provides general information and answers questions as appropriate.
• Performs a variety of general clerical duties to include typing letters, correspondence, copying, distributing and filing documents, preparing, sending and/or receiving faxed documents, etc.
• Prepares and maintains a variety of records.
• Makes travel and accommodation arrangements for Department personnel traveling out of town.
• Sorts and distributes incoming mail and prepares outgoing mail for the SPD.
• Enters, tracks and maintains records regarding Warrants (requires full VCIN access).
• Enter and maintain accident, incident, crime, and arrest reports.
• Responsible for data entry of traffic summonses, parking tickets, field interview cards, etc.
• Responsible for sending summonses to court daily.
• Orders and maintains supplies for SPD.
• Fingerprinting for non-criminal purposes.
• Responsible for monitoring and maintaining the Police Department budget spreadsheet.
• Responsible for submitting required State reports such as IBR, Community Policing Data
• Performs other duties as assigned.

Minimum Qualifications

• High School Diploma or equivalent required
• One (1) to two (2) years of related work experience in clerical and administrative work.
• Must be able to pass a background check and drug screen.
• Must possess an exceptional attention to detail.
• Must possess a demonstrated record of answering telephone calls, routing to appropriate individual, and providing relevant, accurate information.
• Must be proficient in typing correspondence using Microsoft Office Suites
• Must possess a customer service focused attitude.
• Must obtain full VCIN access within six (6) months of employment.
• Must possess knowledge of operating standard office equipment.
• Must possess excellent communication skills, both written and verbal

Knowledge, Skills & Abilities

• Knowledge of Isle of Wight County and the Town of Smithfield;
• Knowledge of basic mathematics and general bookkeeping;

• Knowledge of Town ordinances, policies, and procedures.
• Knowledge of modern office practices and procedures.
• Knowledge of Microsoft Office (Word, Excel, PowerPoint, and other similar programs).
• Skill in communicating and working effectively with a team;

• Skill in planning and organizing work

• Skill in utilizing such office equipment as a calculator, typewriter, facsimile machine, and copier.
• Skill in the use small office equipment, including copy machines or multi-line telephone systems.
• Skill in using computers for data entry, word processing, and/or accounting purposes.

• Skill in interpersonal relations; establish and maintain effective working relationships with fellow employees and the general public

• Skill in communicating effectively both orally and in writing;
• Skill in clarifying authority, responsibilities, and expectations; and

• Ability to complete assigned work within established deadlines in accordance with directives, policies, standards, and prescribed procedures;
• Ability to prioritize and meet deadlines;
• Ability to work independently;

• Ability to meet regular attendance requirements;

• Ability to maintain the professional expertise required to perform the job effectively;
• Ability to adhere to all established safety standards and ensure such standards are not violated;

• Ability to interpret different styles of handwriting.
• Ability to write legibly.
• Ability to organize and communicate effectively.
• Ability to work independently with minimal supervision.

• Ability to establish and maintain working relationships with Town officials, fellow employees, and the general public.

The Town of Smithfield provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Health & Dental Insurance
Coverage available for employees and their eligible dependents using pre-tax payroll deductions, if elected. The Town contributes generously towards employee and dependent premiums.


Supplemental Insurances
Employees may purchase one of the following supplemental insurance policies: disability, accident, critical illness, and hospitalization.

Flexible Spending Accounts
Employees may participate in the Healthcare or Dependent Care Flexible Spending Account. All deductions are made on a pre-tax basis.

Retirement
The Town participates in the Virginia Retirement System (VRS). All plans have a required 5% employee contribution. For more information on VRS, please click


Life Insurance
The Town pays the entire premium for employee life insurance in the amount 2 times your annual salary.

Optional Life Insurance
Employees have the option of electing additional life insurance coverage in the amount of 1-8 times their annual salary. If employees enroll in optional life insurance for themselves they may purchase life insurance on their spouse and/or children.


Holidays
The Town of Smithfield follows the Virginia State holiday calendar as set by the Governor of the Commonwealth of Virginia.

Annual Leave (Vacation Time)
Full-time employees accrue annual leave based on years of service. Employees also receive a paid day off on their birthday.


Sick Leave
Full-Time employees accrue 8 hours of sick leave per month.

Bereavement Leave
Employees receive up to three days of paid leave in the instance of the death of an immediate family member.


Employee Assistance Program
The Town provides an Employee Assistance Program for all employees which consists of free, confidential counseling related to a broad range of issues.
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Do you have at least one (1) year of clerical and/or administrative experience?

• Yes
• No

Required Question