The Administrative Assistant is a civilian member of the Police Department working under the direct supervision of the Chief of Police. This position is responsible for the administrative and clerical support for the Chief of Police and his Administrative staff, requiring a specialized knowledge of Departmental operations. Employees in this class process matters of an official, Confidential and SENSITIVE nature.

In addition to duty’s assigned by the Chief of Police, the Administrative Assistant is required to:

ESSENTIAL FUNCTIONS:

• Supply Quality Customer Service
• Compile, assemble and prepare a variety of materials for use by the Chief of Police such as presentation materials, monthly/annual reports and research.
• Complete all general office duties while ensuring that Departmental records are kept in order and properly filed.
• Respond to inquiries concerning Departmental activities from the public, visitors, and other entities via telephone, in person and in writing with high degree of Customer Service.
• Coordinate community events, tours for the Department, attend various community meetings, interacts with schools, the media, and related organizations.
• Assist in managing Police Department Budget.
• Monitor and order supplies and equipment for the Department and personnel, while interacting with venders, contract providers and maintenance to ensure efficient flow of Police Department operations.
• Prepare purchase requisitions. Process payment of invoices. and check daily expenditures.
• Coordinate with Police personnel and Finance to process bi-weekly payroll.
• Maintain correct personnel records on all Departmental employees.
• Assist other divisions within the Department as needed.
• Schedule all personnel training. Process travel and training expenses for the Department.
• Process Open Records request in accordance with the Public Information Act.
• Provide information and organize material including records retention/destruction in compliance with the Local Schedule PS retention laws and City policies.
• Notarizes documents for police personnel and citizens.

MARGINAL FUNCTIONS

While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members.

Supply back-up support for front office personnel.

Performs additional duties as required/assigned.

SKILL IN:

• Windows-based computer programs such as Word, Outlook, PowerPoint and Excel

ABILITY TO:

• Meet deadlines on time.
• Communicate effectively both written and verbal.
• Multi-task; organizational skills.
• Work independently and in a team environment.
• Establish and maintain effective working relationships with those contacted in the course of work including City employees and other government officials, community groups, the general public.
• Remain Professional and Respectfully when serving the Public.
• Follow and embrace the City of Kaufman Core Values – Trust, Accountability, Teamwork, Pride and Service Excellence. Model “Kaufman Friendly.”

EDUCATION.EXPERIENCE REQUIED:

• High School diploma/GED needed.
• Associate Degree or equivalent in public or business administration, or related field.
• Must be able to pass all Police Department requirements, including Background Investigation as required by TCOLE, criminal history check, medical and drug screening, oral board interview.
• Two (2) years of experience in administrative work preferably in Law Enforcement or any equivalent combination of education, training and experience that demonstrates the ability to perform the duties of the position may be substituted for an associate degree.

WORK CONDITIONS:

• Tasks involve the ability to exert light physical effort in sedentary to light work, but may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).
• Tasks may involve extended periods of time at a keyboard or workstation.

The City of Kaufman, Texas is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act. The City will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations with Human Resources.