Administrative Assistant to the Police Department / Safety and Security

Administrative Assistant to the Police Department / Safety and Security JobID: 277 Position Type: Support Staff/ Administrative Assistant Location: MISD Police Department Primary Purpose: Ensure the efficient operation of the ISD Police Department and Safety & Security office. Provide administrative support to the Chief of Police, coordinate department records, maintain confidential files, and compile, organize, and submit state-mandated safety and compliance reports. Qualifications Education/Certification: High school diploma or GED equivalent required. FEMA/NIMS Incident Command System basic courses (IS-100, IS-700) or ability to complete within 90 days of hire (free, online). Special Knowledge/Skills: Proficient keyboarding, data entry, and file maintenance skills. High proficiency in software applications (Google Sheets, Docs, databases) for data compilation and reporting. Ability to maintain accurate, auditable, and highly confidential records. Strong organizational, communication, and interpersonal skills. Ability to follow complex instructions and manage multiple reporting deadlines. Familiarity with or ability to quickly learn district safety protocols and Texas Education Agency (TEA)/Texas School Safety Center (TxSSC) reporting portals. Experience: 3 years of administrative or clerical experience (experience in a law enforcement, school district, or regulatory environment preferred). Major Responsibilities and Duties Departmental Compliance & Mandated Reporting Support Collect, compile, track, and organize data required for district-wide safety and security audits under Texas Education Code (TEC 37.108). Maintain master logs and official records of required campus safety drills (fire, tornado, active threat) to ensure alignment with state and TxSSC mandates. Log, schedule, and track departmental records related to the Safe and Supportive School Program (TEC 37.115) and Behavioral Threat Assessment team compliance. Track and catalog campus facility security review documentation, access control logs, and safety hardware inventory (TEC 37.1087 & TEC 37.1171) provided by officers and inspectors. Assist in formatting, proofreading, and submitting required state safety reports, EOP updates, and board presentations. Track TCOLE training hours, certifications, and firearms requalification schedules for all department officers to maintain TCOLE audit readiness. Compile and draft bi-weekly incident/activity summary reports and weekly department schedules for the Chief's review and submission to the Superintendent. Coordinate scheduling, room reservations, agenda packet distribution, and minute-taking for District Safety & Security Committee meetings and multi-agency responder meetings. Coordinate the physical assembly, inventory restocking, and annual campus distribution of crisis buckets and classroom Standard Response Protocol (SRP) materials. Assist in tracking grant application deadlines, gathering required compliance metrics, and maintaining expenditure records for safety grants. Records, Reports, and General Operations Prepare department communications, correspondence, manuals, police department forms, and reports following district standards. Process, file, and maintain secure police department records, incident logs, and evidence tracking documentation according to legal retention schedules and confidentiality guidelines. Maintain records of interlocal agreements (ILAs) and Memorandums of Understanding (MOUs) with outside emergency response agencies. Maintain department calendar of events, officer training schedules, and safety drill calendars. Financial, Budget, and Inventory Support Assist with department budget preparation and maintain accurate records of expenditures. Prepare and process purchase orders for department supplies, police gear, and safety equipment; receive, store, and inventory issued equipment. Track department fixed assets, maintenance logs for police vehicles, and equipment service contracts. Reception and Administrative Support Receive incoming calls for the police department, route calls appropriately, and take accurate messages. Schedule meetings, appointments, and maintain the calendar for the Chief of Police / Director of Safety & Security. Assist campus administrators, staff, visitors, and law enforcement officers with routine inquiries. Help prepare and assemble materials for district-wide safety training sessions and committee meetings. Other Maintain strict confidentiality regarding sensitive student records, law enforcement investigations, and personnel matters. Follow district safety protocols and emergency procedures. Perform other administrative tasks as assigned by the Chief of Police. Supervisory Responsibilities None. Mental Demands/Physical Demands/Environmental Factors Tools/Equipment Used: Standard office equipment including personal computer, phone, scanner/copier, and district software/databases. Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting. Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching. Lifting: Occasional light lifting and carrying (less than 15 pounds). Environment: Fast-paced office environment within a law enforcement setting; may work prolonged or irregular hours during emergency situations. Mental Demands: Maintain emotional control under stress; work with frequent interruptions; manage strict statutory deadlines. This describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. #J-18808-Ljbffr Maypearl ISD