Police Administrative Coordinator

Advanced Administrative Coordinator

Performs advanced administrative and program coordination work in support of Police Department operations. Coordinates procurement, financial recordkeeping, grant administration, contracts, and other administrative functions while providing high-level administrative support to the Chief of Police and Command Staff and ensuring compliance with applicable laws, regulations, policies, and procedures.

Examples of Duties

• Provide high-level administrative support to the Chief of Police and Command Staff by managing calendars, coordinating meetings, answering telephone calls, preparing correspondence, and assisting with City Council resolution documents.
• Oversee and process departmental personnel orders, maintain pending litigation documentation, and provide limited assistance with public information requests in accordance with applicable laws.
• Coordinate the annual Giants of Law Enforcement banquet by assisting with event planning, logistics, and funding administration.
• Prepare plaques, certificates, and other recognition materials for special awards, annual awards, tenure awards, and other departmental recognition programs.
• Coordinate daily with the Finance Department regarding accounts, vendors, purchase orders, requisitions, and financial reconciliation.
• Coordinate procurement activities by processing purchase orders, managing vendor communications, routing invoices for payment, and administering officer reimbursement programs.
• Receive, document, and deposit departmental revenues, including checks, cash, subpoena reimbursements, academy training fees, and other departmental payments.
• Process check requests, confidential informant funds, and buy money for special investigations, and maintain documentation for restitution and court-ordered judgment payments.
• Administer Federal and State asset forfeiture funds by managing revenues, expenditures, reconciliations, and annual reporting in compliance with applicable state and federal regulations.
• Administer federal, state, and local grant programs by coordinating purchasing documentation, monitoring expenditures, reconciling grant funds, and preparing required reports.
• Manage received funds, expenses, and mandatory annual paperwork for the Law Enforcement Officer Standards and Education (LEOSE) program through the Texas Comptroller's Office.
• Maintain and archive contracts, leases, memorandums of understanding, interlocal agreements, lawsuits, and other legal and administrative records.
• Manage annual jail and detention contracts, including associated payments and documentation.
• Coordinate overtime reimbursement and supporting documentation for federal task force partnerships.
• Oversee documentation for the Officer Weapon Program and process applications, registrations, transfers, and licensing paperwork for department firearms purchases.
• Coordinate logistics for departmental community outreach programs, including the Citizens Police Academy, Teen Police Academy, Business Police Academy, Women's Safety seminars, and other public engagement events.
• Performs other related duties as assigned or required.

Minimum Requirements

Education and Experience:

High School Diploma or equivalent, and three years of experience providing executive-level secretarial support; OR an equivalent combination of education and experience. Associate's Degree in Business Administration or related field is desirable.

Required Licenses or Certifications:

• Must possess a valid Texas Driver's License.

Physical Demands/Work Environment

• Work is performed in a standard office environment.
• Subject to sitting for extended periods of time, standing, walking, bending, reaching, and lifting of objects up to 20 pounds.