Administrative Assistant II

Job Description:

General Statement of Duties:

Provides administrative support to the Chief of Police & Public Safety and the Campus Police & Public Safety Department. The Administrative Assistant II position reports directly to the Chief of Police and Public Safety. This frontline position serves as the primary point of initial contact in the Campus Police & Public Safety Department. This position provides detailed customer service to students, parents, faculty, staff, guests, and the college community. The basic purpose of this work is to provide clerical and administrative support for the Campus Police & Public Safety Department in conjunction with the Student Services Division while delivering high-level customer service to our diverse student population and campus community. This position includes a significant amount of interpersonal communication both remotely (phone and email) and in-person (office visits)

Responsibilities:

• Budget preparation including monitors cost center budget;
• Prepares and processes training requests and travel forms and submits for travel reimbursement;
• Prepares Campus Police purchase requisitions and submits for approval;
• Maintains records for outside details, including preparation and submission of billing;
• Preparation of contracts for training instructors, grants, etc.;
• Researching supplies and equipment and preparing quotes and associated paperwork;
• Performs searches on the Department of Criminal Justice Information systems and through other systems and agencies as required;
• Processes CORI/SORI, and Registry of Motor Vehicles information through the DCJIS computer for police employment background investigations and for officers conducting criminal investigations (Certification and bi-annual re-certification required including fingerprint clearance and background investigation);
• Maintains confidential files; threat assessment files, SORI files, and all campus police files;
• Assists Student Services with CORI/SORI reviews;
• All administrative support functions to include; schedule appointments, answer general inquiries, file, copy, fax, scan, etc.;
• Management of inter-agency requests for information;
• Coordinates attendance of campus police & public safety officers
• Prepare and maintain employee related forms and records;
• Public record requests;
• Security camera monitoring and control;
• Report control, maintenance, and dissemination of records;
• Special State Police licensing and training systems;
• Coordinates efforts of police, facilities, and other emergency responders;
• Responds to routine correspondence following established guidelines and procedures;
• Provides dispatch support to the Campus Police and Public Safety Office;
• Triage telephone inquiries;
• Provide assistance and clerical support for the Student Services division;
• Screens all visitors and telephone calls for the office personnel and dispatches personnel as needed for routine and emergency calls;
• Answer Campus Police & Public Safety email inquiries and triage as needed.
• Coordinates travel requests for Campus Police and MWCC staff;
• Tracks lost and found items in the database;
• Enters Campus Police & Public Safety call information as needed in the report database;
• Issues and tracks contractor keys;
• Conducts statistical research and runs other reports as needed for Campus Police & Public Safety;
• Proofreads police & public safety reports and other correspondence, documents, etc.;
• Prepares and develops spreadsheets as needed for reporting and tracking of information;
• Conducts searches in Banner as needed for investigations;
• Prepares standard monthly reports and other non-standard reports via mail and electronically as required;
• Prepares confidential letters, correspondence, document, and memoranda;
• Filing of confidential information;
• Maintain confidential internal files, segregating and tracking of training, merit, appreciation, employment papers, etc.;
• Assists in the preparation, formatting, and proofreading of the Clery mandated Annual Security Report, other policies, procedures, and manuals;
• Assists in coordination and updating of and emergency response systems and documents, including Be-Safe emergency manual, GETS emergency notification systems, MWCC Emergency Response Manual, Connect system and/or other emergency notification system, etc.;
• Assists with emergency operations; including dispatch, record keeping; emergency messaging, etc.;
• Receives emergency and non-emergency calls and directs the appropriate response units to the scene, including police, fire, and ambulance, and other college and outside agency personnel as needed using telephone, and emergency radios;
• Manages, programs, updates, and runs reports for the employee badge system;
• Managing office correspondence; daily bookkeeping, clerical and administrative duties;
• Assisting with event coordination, including event signage;
• Scheduling and assignment of state vehicles;
• Assisting with preparation, proof reading and updating of policies, procedures, reports, and manuals;
• Distribution of parking permits;
• Process incoming/outgoing mail;
• Assists in the planning and preparation of strategic planning initiatives;
• Scheduling of campus police meetings, training, etc. and recording of minutes as required.
• Preparation, tracking, data entry and mailing of public records requests under the direction of the Chief of Police & Public Safety;
• Prepares charts and graphs for reports, documents, and presentations;
• Maintain department's website;
• Monitor and maintain emergency telephone and radio lists;
• Schedule appointments, meetings, and conference rooms;
• Assists with projects as needed;
• Perform other duties as assigned.

Requirements:

Minimum Qualifications:

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience. *

II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience. *

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.

Required Knowledge, Skills, and Abilities:

• Excellent customer service skills;
• Excellent oral and written communication skills;
• Ability to work effectively on a team and independently;
• Experience with shared document systems
• Ability to maintain accurate records, files, and databases;
• Understanding the importance of maintaining confidentiality and handling sensitive information appropriately;
• Ability to prioritize tasks, manage time effectively, and handle multiple assignments concurrently;
• High level of accuracy in data entry, document preparation, and proofreading;
• Ability to adapt to changing priorities, procedures, and tasks in a dynamic environment.

Desired Qualifications:

• Associate's degree in criminal justice or related field;
• Dispatch and emergency response experience;
• Knowledge and expertise of web-based technologies including Banner system;
• Prior knowledge and experience with CORI, SORI, and public records laws and practices;
• Bilingual;
• Prior experience in campus law enforcement;
• Notary.

Equivalency Statement
Applicants who do not meet the qualifications as stated above are encouraged to put in writing precisely how their background and experience have prepared them with the equivalent combination of education, training and experience required for the responsibilities of this position.



Additional Information:

Campus Title: Administrative Assistant II Campus Police & Public Safety
Salary: $62,547.94 - $88,248.42

An appointment made from outside the bargaining unit will be at step one unless the collective bargaining agreement dictates otherwise.


Grade: 17
Employee Status: Full Time
Benefits: Yes
Hours per Week: 37.5
Number of Weeks: 52

Mount Wachusett Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, ethnicity, sex, disability, religion, age, veteran status, genetic information, pregnancy or related conditions, gender identity, sex characteristics, sex stereotypes or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits Sex-Based Harassment. Inquiries or complaints concerning discrimination, harassment, or retaliation shall be referred to the College's Affirmative Action Officer and/or Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.



Application Instructions:

Candidates for employment should be aware that although the COVID 19 Vaccination Requirement Policy is no longer in effect, all Community College students, faculty and staff are strongly encouraged to be up to date with vaccination against COVID-19. For additional information related to the status of the COVID19 Vaccination Requirement Policy, please visit:

The following documents are required:
1. Resume
2. Cover Letter

Anticipated Effective Date: October 2026

Priority will be given to applications received prior to August 26, 2026

Applications will continue to be accepted until the position is filled.

Candidates may be subject to employment screening to include both a Criminal Offender Record Information (CORI) request and a Sexual Offender Registry Information (SORI).