Assistant to the Chief of Police

Job Title

Clerical, Administrative, and Technical Work in the Administration of the Municipal Police Department

Job Description

General Purpose: Provides a variety of routine and complex clerical, administrative, and technical work in the administration of the municipal police department, ensuring compliance with all state laws and best practices. Supervision Received: Works under the direct supervision of the Chief of Police. Supervision Exercised: None.

Required Duties

Essential Duties and Responsibilities:

• Answers phone, directs calls, takes messages, greets the public and other receptionist duties.
• Ensure the integrity and confidentiality of information obtained through paper documents, electronic format or any other type of media.
• Assists in the development of short- and long-range plans; gathers, interprets, and prepares data for studies and reports; coordinates department activities with other departments and agencies as directed.
• Provides administrative assistance to staff in meeting management; assembles background materials and agendas, records action items for various meetings.
• Uses computer applications extensively such as Microsoft Word, Excel and Power Point. Develop spreadsheets, databases, etc. to streamline work efforts. Composes correspondence independently and maintains records and files.
• Prepares monthly, quarterly, and annual analytical reports as requested.
• Provides public records and public information requests to citizens, civic groups, the media and other agencies as requested by the Police Department.
• Reviews all offense and arrest reports monthly and calculates the monthly report for Uniformed Crime Reporting.
• Receives and distributes mail to the appropriate person or department.
• Checks and updates records; purges hard copy records and files; generates statistical summaries for calls and services for staff and other agencies.
• Review and verify all case files for accuracy and completeness before they are sent to prosecution.
• Handle all juvenile reports including notifying the schools and filing with the state.
• Retrieve, check out, and check in case files needed by officers.
• Provide statistics to both patrol and CID as needed.
• Update the Police Department website and other social media sites.
• Send incident reports and video evidence to the District Attorney's Office, County Attorney's Office and Department of Public Safety.
• Prepare Officer Statistics Report.
• Prepare Vehicle Mileage Report.
• Reconcile credit card statements, manage Police Department invoices.
• Retrieve and print monthly, and as needed, budget-to-actual reports.
• Assist Evidence and Property Custodian with inventory and proper handling of all evidence.
• Coordinate special functions.
• Serves as notary public.
• Grant writing for state and federal funding.
• Other duties, as assigned.

Peripheral Duties:

• Attend professional development workshops and conferences, as needed.
• Travels to various destinations in and out of the city.
• This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, Management reserves the right to modify, add or remove duties and assign other duties as necessary that are a logical assignment to the position.

Qualifications

Desired Minimum Qualifications:

Education and Experience:

• Highschool diploma or GED equivalent with specialized coursework in general office practices such as typing, filing, accounting and bookkeeping; and
• One to three (1-3) years of related experience that includes Uniform Crime Report and records retention or retrieval; or
• Preference given for college level equivalent course work towards a degree.
• Any equivalent combination of education and progressively responsible experience, with additional work experience substituting for the required education on a year for year basis.

Necessary Knowledge, Skills and Abilities:

• Ability to gain knowledge of the principles and practices of modern public administration and police departments; some knowledge of office practices and procedures; ability to gain knowledge of modern records management techniques, including legal requirements for recording, retention, and disclosure.
• Skill in the operation of listed tools and equipment.
• Adheres and honors the chain-of-command of the Police Department.
• Ability to accurately record and maintain records; ability to establish and maintain effective working relationships with co-workers, other departments, officials, and the public;
• Ability to communicate effectively both verbally and in writing.
• Ability in deploying and using multiple electronic records and property management applications.
• Knowledge of Evidence and Property Room Management. Serves as the backup for the property room officer.
• Knowledge of Texas Open Records Act and Freedom of Information Act.
• Knowledge in Uniform Crime Reporting.

Supplemental Information

Special Requirements:

• Must be bondable;
• Valid State Driver's License, or ability to obtain one;
• Notary public certification within six months.

Tools and Equipment Used: Personal computer, including Microsoft Office system, internet, records management, property management, financial and database software; 10-key calculator; phone; and copy machine. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

Benefits

All full-time team members at the City of Bee Cave enjoy:

• A Competitive Salary: listed on the individual job postings
• Paid Health Insurance: medical, dental, vision and life insurance
• Paid Leave Time: vacation, sick and holidays
• Career Development: opportunities for advancement, professional development, and training
• Competitive retirement benefits

Part-time team members at the City of Bee Cave enjoy:

• A Competitive Salary: listed on the individual job postings
• Paid Leave Time: vacation, sick and holidays (when applicable)
• Career Development: opportunities for advancement, professional development, and training