Loading...
Police Administrative CoordinatorCITY OF IOWA CITY - Job Description Job Class #24-06 FLSA Non-Exempt Non-Civil Service Identification Position Title: Police Administrative Coordinator Department: Police Division: Administrative Services Supervisor: Police Chief Job Summary Serves as principal administrative support staff to Chief of Police and command staff. Performs specialized and office management functions for the Police Department. Manages the in-house records and computer system and performs general and specialized clerical functions for the department. Job Scope May provide recommendations for the departmental budget and assist the Chief of Police in departmental budget and monitoring. Serves as administrative resource and support to the Police Department. Essential Job Duties and Responsibilities Provides assistance in records management and is responsible for current and accurate system for storage and retrieval of all departmental records and files, in accordance with state and federal laws. Assists in the development of computer applications and production of records-related reports. Acts as liaison and interfaces with other criminal justice agencies regarding records- related matters Performs secretarial and clerical duties as assigned. Provides assistance and support to department supervisors with payroll processing, runs audit reports in KRONOS, including military, duty injury, FMLA and FSLA time. Responds to Court/DOT subpoenas for records. Responds to FOIA requests. Releases scanned documents to be shredded. Maintains records and inventories; and monitors use of supplies and equipment; orders supplies and materials as necessary. Maintains department personnel files; prepares payroll changes, ILEA and MFPRSI forms. Job Class #24-06 Administrative Services Page 2 Updated 2/8/2021 Inputs department budget, processes accounts payable and accounts receivable; assists with grant applications. Maintains files and processes records for worker’s compensation invoices, OSHA reporting and required medical exam documentation. Establishes and maintains office filing system and computerized records; ensures files are maintained in good working order and easily retrievable. Receives and investigates and/or refers questions and complaints from the public and City staff; researches information and responds to requests for records and other pertinent information; follows up with correspondence and phone calls as needed. Assists in coordinating and implementing new procedures designed to improve office operations. Processes a variety of records including payroll forms, contracted overtime, federal and state grants, forfeitures and forfeiture distributions. Maintains financial records for several multi-agency functions including the Johnson County Drug Task Force, Cedar Rapids DEA, Johnson County Multi-Agency Bomb Team and Citizen’s Police Academy and prepares invoices to recoup Iowa City’s share of paid invoices for these agencies. Processes accounts receivable payments into the correct accounts for the Police Department and outside agencies listed above. Assists in preparing and monitoring of 11 separate budgets within the Police Department and prepares monthly financial reports throughout the year Manages procurement card for certain department purchases; prepares check requests and purchase requisitions. Operates and provides for maintenance of a variety of office machines and equipment. Conducts self in a manner which promotes and supports diversity and inclusivity in the workplace and community. Performs other related duties as assigned. Physical and Environmental Conditions The physical demands and work environment conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job and are encountered while performing those essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk and hear. The employee frequently is required to walk and reach with hands or arms. The employee is occasionally required to stand, stoop, or kneel. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities Job Class #24-06 Administrative Services Page 3 Updated 2/8/2021 required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. The noise level in the work environment is usually moderate. Minimum Education, Experience and Certification High school diploma or equivalent and three years’ office management experience or equivalent required. National Crime Information Center Certification required. Must pass criminal background check. Preferred Education, Experience and Certification Associate degree or equivalent from an educational institution accredited by a DOE recognized accreditation body and five years of experience in office management or as an executive assistant or equivalent combination of education and experience preferred. Experience with IBR/NIBR reporting preferred. Knowledge, Skills, and Abilities Knowledge and ability to use and maintenance of computer software and hardware for police and general records system. Working knowledge of Microsoft Office software. Excellent communication and customer service skills. Good knowledge of general office policies and procedures. Skills in computer operation, and office management. Ability to read and interpret state laws, reports and updates regarding records management. Ability to complete a variety of written reports. Ability to take and transcribe minutes. Ability to maintain inter- and intra-department confidentiality. The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position.