Police Administrative Services Specialist

Police Administrative Services Specialist

The Police Administrative Services Specialist supports the effective operation of the Police Department by performing a variety of professional, paraprofessional, technical, analytical, financial, and complex administrative duties. The position supports departmental programs, projects, budgets, contracts, purchasing, records management, policies and procedures, and other administrative functions.

The Police Administrative Services Specialist works closely with Police Department personnel and management, other City departments, outside agencies, vendors, and members of the public. The position conducts research, compiles and analyzes information, coordinates administrative processes, maintains confidential records, and assists with the development and implementation of departmental initiatives. The position requires independent judgment, attention to detail, effective communication, and the ability to manage multiple projects and priorities.

Essential Duties & Responsibilities

• Provides professional and administrative support for the daily operations of the Police Department.
• Assists in the development, review, implementation, and maintenance of departmental policies, procedures, protocols, programs, and administrative processes.
• Conducts research and analyzes departmental operations, identifying opportunities to improve processes, efficiency, service delivery, and administrative functions.
• Compiles, analyzes, and prepares data, reports, presentations, correspondence, and other materials for management review and decision-making.
• Assists with tracking and monitoring departmental performance measures, projects, programs, goals, and objectives.
• Assists with annual budget development by gathering data, conducting research, preparing narratives and statistical justifications, calculating estimates, and compiling supporting documentation.
• Monitors departmental expenditures and financial activity to assist with ensuring adherence to approved budgets.
• Processes and tracks invoices, purchase orders, receipts, expenditures, and other financial documentation and assists with reconciliation and research of discrepancies.
• Tracks and administers departmental contracts, including coordinating with the Legal Department and contracting entities, preparing and routing contracts for approval, entering applicable contracts into Legistar, and monitoring contract amendments, renewals, and expiration dates.
• Maintains knowledge of City processes related to contracts, intergovernmental agreements, purchasing, and other administrative agreements.
• Research funding opportunities relevant to Police Department programs and initiatives and assists with applicable compliance, reporting, and documentation requirements.
• Conducts special projects, research assignments, and data-collection efforts and may assume responsibility for administrative activities associated with assigned projects or programs.
• Provides professional customer service to internal and external customers and appropriately refers matters requiring supervisory, management, or specialized attention.
• Ensures administrative and operational activities comply with applicable federal, state, and local laws, regulations, standards, City policies, and departmental procedures.
• Performs other duties as assigned.

Minimum and Preferred Entrance Qualifications

• High School Diploma or GED
• Three (3) years of experience in municipal government, law enforcement, public safety, budgeting, contracts, records management, or program administration is preferred.
• Any equivalent combination of training, education and experience that provides the required skills, knowledge and abilities.

Competencies for Successful Performance of Job Duties

Knowledge of

Law enforcement procedures and terminology.

Federal, state, and local laws, regulations, policies, and procedures applicable to assigned responsibilities.

Principles and practices of municipal government operations.

Administrative and organizational practices and procedures.

Principles and practices of budget preparation, monitoring, and financial recordkeeping.

Contract administration, intergovernmental agreements, and related City processes.

Principles and practices of project and program administration.

Research methods, data collection, and basic data analysis.

Proper and ethical handling of sensitive and confidential information.

Customer service principles and practices.

Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.

City software and information systems, including MUNIS, NEOGOV, and Legistar.

Skill in

Communicating effectively, both orally and in writing.

Preparing clear, concise, and professional reports, correspondence, presentations, and other documents.

Conducting research, compiling information, and analyzing data.

Budget preparation, expenditure tracking, and financial recordkeeping.

Coordinating contracts, projects, programs, and administrative processes.

Providing professional customer service to internal and external customers.

Organizing work, managing time, and meeting established deadlines.

Managing multiple assignments and priorities simultaneously.

Exercising attention to detail and producing accurate, high-quality work.

Identifying problems and developing appropriate solutions.

Exercising independent initiative and sound judgment.

Using computers, office equipment, and job-related software applications.

Working collaboratively and establishing effective interpersonal relationships.

Ability to

Manage multiple projects, assignments, and priorities while meeting established deadlines.

Identify administrative and operational challenges and recommend potential solutions.

Interpret and apply applicable laws, regulations, policies, procedures, and standards.

Produce accurate, detailed, and professional work products.

Communicate information clearly, professionally, and effectively, both orally and in writing.

Exercise independent initiative, sound judgment, and appropriate discretion.

Maintain confidentiality and appropriately handle sensitive and law-enforcement-related information.

Adapt to changing priorities, assignments, and unexpected situations.

Coordinate and manage projects and programs to ensure established goals and objectives are met.

Provide courteous, responsive, and professional service to internal and external customers.

Establish and maintain effective working relationships with City officials, employees, law enforcement personnel, outside agencies, vendors, and the general public.

Other Job Requirements

• Must possess and maintain a valid Arizona driver's license or obtain one within thirty (30) days of hire, unless a qualifying military exception applies.
• Employment is contingent upon successful completion of required background screening and drug screening in accordance with City policy and applicable law.

Physical Demands & Environmental Characteristics

The physical demands and environmental characteristics 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.

• The position is generally sedentary. Employees sit most of the time but may walk or stand for brief periods of time.