Administrative Operations Coordinator

Police Operations Administrative Coordinator Responsibilities include assisting with departmental budget preparation and monitoring, payroll administration, purchasing and financial documentation, maintaining departmental records and correspondence, coordinating community events and programs, managing the Department's social media presence, and providing direct administrative support to the Police Chief and Command Staff. The position requires a high degree of professionalism, confidentiality, organization, independent judgment, attention to detail, and the ability to effectively manage multiple priorities. Special Requirements Because of the nature of employment within a law enforcement agency, the employee will be required to successfully complete a background investigation and comply with applicable criminal justice information security requirements.The employee must maintain confidentiality concerning criminal justice information, personnel matters, internal investigations, payroll information, and other sensitive or protected information encountered during employment.Occasional evening, weekend, or after-hours work may be required for community events, departmental functions, emergencies, or special assignments. Administrative Support Provides direct administrative support to the Police Chief and Command Staff. Prepares, types, reviews, and distributes correspondence, memoranda, reports, presentations, meeting materials, and other departmental documents. Maintains the Police Chief's calendar and assists with scheduling meetings, appointments, conferences, and departmental activities. Receives and responds to telephone calls, emails, correspondence, and inquiries from City officials, employees, citizens, businesses, and outside agencies. Coordinates meetings and prepares agendas, supporting documentation, and meeting materials as needed. Maintains departmental administrative files and records in accordance with City policies and applicable records retention requirements. Handles confidential and sensitive information involving personnel, departmental operations, internal matters, and law enforcement activities. Assists with travel arrangements, conference registrations, memberships, training registrations, and related documentation. Maintains departmental contact lists, organizational information, calendars, and administrative records. Assists with special projects and assignments at the direction of the Police Chief. Budget Preparation and Financial Administration Assists the Police Chief and Command Staff with preparation of the Police Department's annual operating and capital budgets. Compiles historical expenditures, projected costs, departmental requests, quotes, contracts, and other information necessary for budget development. Assists in preparing budget narratives, supporting documentation, and presentations for the City Manager, Finance Department, and governing body. Monitors departmental expenditures throughout the fiscal year and assists in identifying budget variances and available balances. Maintains spreadsheets and financial records related to departmental accounts, expenditures, purchasing, contracts, and budget projections. Processes purchase orders, invoices, requisitions, credit card documentation, reimbursements, and other financial documents in accordance with City procedures. Coordinates with the City's Finance Department regarding departmental financial matters. Assists with tracking recurring contracts, subscriptions, service agreements, equipment purchases, and other departmental financial obligations. Maintains documentation necessary for audits and financial reviews. Assists with grant-related financial documentation and expenditure tracking when assigned. Payroll and Personnel Administration Coordinates and processes departmental payroll information in accordance with established City policies and payroll deadlines. Reviews employee time records for completeness and accuracy prior to submission. Tracks overtime, compensatory time, leave usage, special assignments, training hours, and other payroll-related information as required. Coordinates with supervisors and the City's Human Resources and/or Finance Departments to resolve payroll discrepancies. Maintains appropriate payroll and personnel-related administrative records. Assists with onboarding documentation, personnel forms, benefit-related paperwork, and other administrative requirements for new and existing employees. Assists with maintaining employee training, certification, emergency contact, and other administrative records as assigned. Maintains strict confidentiality regarding employee payroll and personnel information. Social Media and Public Information Works with the Police Chief and designated personnel to ensure information released through social media is accurate, professional, timely, and consistent with the Department's mission. Assists with photographs, graphics, announcements, public service information, and promotional materials for departmental programs and events. Monitors departmental social media accounts and assists with responding to appropriate public inquiries. Maintains awareness of confidentiality requirements and ensures that protected, sensitive, investigative, juvenile, victim, criminal justice, or personnel information is not improperly released. Assists with preparation and distribution of approved media releases, public notices, and community information when requested. Promotes a positive and professional image of the Police Department through effective public communication. Community Relations and Event Coordination Assists in planning, organizing, scheduling, and promoting community events involving the Police Department. Develops and maintains relationships with community organizations, schools, businesses, civic groups, nonprofits, and other community partners. Assists with programs and events such as National Night Out, community meetings, public safety events, recruitment events, charity events, holiday programs, citizen academies, youth programs, and other Department-sponsored initiatives. Maintains a departmental calendar of community events and coordinates participation by Department personnel. Assists with donations, sponsorships, or community partnerships when authorized and permitted by City policy. Prepares promotional materials, flyers, social media announcements, and other communications for community events. Represents the Police Department professionally when interacting with citizens, community organizations, businesses, and partner agencies. General Departmental Responsibilities Provides professional customer service to citizens and visitors to the Police Department. Assists citizens with general questions and directs requests to the appropriate Department or City personnel. Maintains office supplies and assists with departmental purchasing and inventory as assigned. Assists with departmental ceremonies, awards, employee recognition, retirements, promotional events, and other special functions. Coordinates departmental memberships, subscriptions, professional association renewals, and similar administrative matters. Maintains confidentiality and security of sensitive law enforcement and personnel information. Performs other duties and special projects as assigned by the Police Chief or designee #J-18808-Ljbffr