Administrative Assistant to the Chief of Police

Job title: Administrative Assistant to the Chiefof Police
Department: Police Department
Reports to: Chief of Police
Employment status: Full Time
FLSA STATUS: Non- Exempt
SALARY RANGE: $21.00/hr.-$24.00/hr. DOQ
OPENING DATE: 02/20/2024
CLOSING DATE: Open until filled
Town of Monument:
The Town of Monument aspires to provide leadership that delivers municipal services responsibly, while working to inspire public confidence to achieve the vision of the future. The Town of Monument is focused on meeting the community's needs with the utmost integrity, obligation of service, and responsibility by being held accountable and respecting the diversity and values of its constituents.
Benefits:

• Medical, Dental and Vision Insurance
• Healthcare Flexible Spending Account (FSA)
• Long Term Disability Insurance
• Life and AD&D
• Voluntary additional Accident Coverage
• Voluntary additional Hospitalization Coverage
• Voluntary Critical Illness Coverage
• Legal Shield/ID Shield benefit
• FMLA/Bereavement/Jury Duty Leave
• ADAA & PDA
• Compulsory enrollment in 401(a), employer 2:1 contribution
• Voluntary enrollment in 457(b) retirement program, employer 2:1 contribution
• Vacation and Sick leave
• 14 observed holidays, 1 additional personal day
• Employee Assistance Program (EAP)
• Tuition Reimbursement for Career oriented courses
• Membership to Tri-Lakes YMCA

Position Summary:
Under the direction of the Chief of Police, the Administrative Assistant plans, organizes, oversees, and performs professional level work and office support for the Chief of Police and executive command staff. Performs a variety of complex and technical office support duties which include word processing, filing, report creation, and customer service. Responsibilities include word processing, typing, compiling, entering, and maintaining information in various computer systems, faxing, filing, report preparation, supply ordering and pickup, and providing other general office support services.
Job Responsibilities:

• Provide initial contact with the public for callers contacting the police department's Office of the Chief over the telephone; determines the nature of the contact; provides information regarding services, policies, and procedures, takes messages, or directs the caller to the proper individual or agency.
• Schedule appointments and meetings for the Chief of Police.
• Prepare correspondence, forms, purchase orders, labels and specialized documents from drafts, notes, previous documents, or brief instructions, using a word processor or spreadsheets.
• Proofread and check materials for accuracy, completeness, compliance with departmental and Town policies and correct English usage, including grammar, spelling, and punctuation.
• Establish and maintain office files; research and compile information from such files and purges or transfers files as required.
• Maintain and safeguard personnel background files in accordance with law and Departmental policies and procedures.
• Processes outgoing Command Staff's mail.
• Processes purchase requisitions and orders as needed to include police department budget familiarity and the processing of payments for procurement.
• Operates a variety of standard office equipment, including a computer, copier, facsimile equipment, and a centralized telephone system.
• Attend police department staff meetings as directed for maintaining a record through minutes of discussions and directions.
• Prepare and schedule travel arrangements for police department personnel for training, conferences, etc.
• Liaison with IT for new hire requirements
• Collaborates in grant tracking and/or minor grant writing.
• Track and create reports for police department overtime monthly.
• Collaborate with staff to create monthly, quarterly, and annual reports.
• Maintains access control for sensitive police department facilities including the secure evidence rooms.
• Attend and take notes at various meetings as determined by the command staff.
• Receive data from Citizen Contact. Then check, correct, and upload the Citizen contact report to the Department of Justice (DOJ).
• Prepare and release the CompStat report biweekly.
• Maintains intranet SharePoint site, to include the lesson plan library, court and code, forms library, CompStat, patrol reports, victim's advocacy and collaborate on the external website development.
• Help facilitate new employee onboarding: Emergency contact forms, OSNs, Visinet access, CAD access and swearing in of new officers.
• Track and facilitate sworn and civilian police department evaluations.
• Assist with CBI/CCIC/NCIC certifications for sworn and non-sworn personnel.
• Collaborate on creating and distributing approved social media posts.
• Interface with EPSO dispatch and disseminate information as needed.
• Maintain calendars for meeting rooms and for other members of command staff as needed.
• Assist with awards tracking, ordering of physical awards, creation of certificates and presentations.
• Cover front desk as needed when requested.
• Other duties as assigned.

* The following duties and functions are normal for this position. The omission of specific statements of the duties/functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this position. Other duties may be required, assigned, and expected commensurate with the administrative needs of the police department.
Qualifications/ Skills:
Knowledge of

• Departmental policies and standard procedures.
• Operation of standard office equipment.
• Business letter writing and the standard format for correspondence and reports.
• Correct English usage, including spelling, grammar, and punctuation.
• Computer applications related to job assignments.
• Filing principles and practices.

Skills / Abilities

• Planning, organizing, administering, coordinating, reviewing, and evaluating the functions of the department and meeting critical deadlines.
• Developing and implementing goals, objectives, policies, procedures, work standards, and internal controls for the department.
• Performing technical, detailed, and responsible administrative support work.
• Applying and explaining policies, procedures, and regulations.
• Making accurate arithmetic calculations.
• Compiling and summarizing information to prepare clear and accurate reports.
• Typing or word processing at a rate of 40-60 net words per minute.
• Must exhibit maturity, professionalism, confidentiality, and the ability to remain focused on tasks, meet deadlines, show initiative, and maintain effective working relationships.
• High degree of competency with all Microsoft Office products.
• Ability to handle sensitive and confidential information with discretion.
• The ability to obtain an OSN and Level 4 CCIC clearance to run the Brivo (keycard) system.
• Strong analytical and problem-solving skills.
• Detail-oriented and well-organized.

• Ability to establish and maintain effective working relationships with employees, town officials, developers, contractors, and the general public.

Education/Experience Required:

• High school diploma or GED required, and an associate degree preferred.
• Three (3) years of experience in either performing general office support and/or law enforcement.
• Experience in dealing with the public, particularly in a municipal government setting, is highly desirable.
• Experience with Colorado Revised Statute reading and interpretation.
• Must possess a valid Colorado driver's license with satisfactory driving record.
• Must be able to successfully pass a drug screening, comprehensive background check, to include no association with any known criminal organizations.

• Notary Public or be eligible to obtain Notary Public.

Physical Demands:
The Administrative Assistant to the Chiefof Police is an in-office position and must possess mobility to work in a standard office setting and use standard office equipment; stamina to maintain attention to detail and work on a computer for an extended period of time; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, over the telephone and on a two-way radio. Various tasks require the ability to exert light physical effort, including but not limited to, lifting, carrying, pushing and/or pulling, etc. of objects and materials of light weight (generally 25 pounds or less).
Work Environment:
Work is performed in an office setting with one primary location. This position is not a remote or hybrid position. This is an in-person position requiring regular attendance at the primary location. Working environment may involve use of communication through computer and telephone and could involve frequent interruptions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
*The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.