HomeMy WebLinkAboutPolice Administrative CoordinatorUpdated: March 2024
CITY OF IOWA CITY – JOB DESCRIPTION
Posi�on Title: Police Administra�ve Coordinator
Department: Police
Division: Administra�ve Services
Supervisor: Police Chief
FLSA: Non-Exempt
Civil Service: No
Pay Grade: 26
Job Number: 2618
Job Summary
Serves as principal administra�ve support staff to Chief of Police and command staff. Performs
specialized and office management func�ons for the Police Department. Manages the in-house
records and computer system and performs general and specialized clerical func�ons for the
department.
Essen�al Job Du�es and Responsibili�es
The following duties are normal for this position. These are not to be construed as exclusive
or all-inclusive. Other duties may be required and assigned.
• 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 applica�ons and produc�on of records-related
reports.
• Acts as liaison and interfaces with other criminal jus�ce agencies regarding records-
related maters
• Performs secretarial and clerical du�es as assigned.
• Provides assistance and support to department supervisors with payroll processing, runs
audit reports in KRONOS, including military, duty injury, FMLA and FSLA �me.
• Responds to Court/DOT subpoenas for records.
• Responds to FOIA requests.
• 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.
• Inputs department budget, processes accounts payable and accounts receivable, assists
with grant applica�ons.
• Maintains files and processes records for worker’s compensa�on invoices, OSHA
repor�ng and required medical exam documenta�on.
• Receives and inves�gates and/or refers ques�ons and complaints from the public and
City staff, researches informa�on and responds to requests for records and other
per�nent informa�on, follows up with correspondence and phone calls as needed.
Updated: March 2024
• Processes a variety of records including payroll forms, contracted over�me, federal and
state grants, forfeitures and forfeiture distribu�ons.
• Maintains financial records for several mul�-agency func�ons including the Johnson
County Drug Task Force, Cedar Rapids DEA, Johnson County Mul�-Agency Bomb Team
and Ci�zen’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 requisi�ons.
• Conducts self in a manner which promotes and supports diversity and inclusivity in the
workplace and community.
• Performs other du�es as assigned.
Minimum Education, Experience, Certification/Licensure, Other
• Associate’s degree from an accredited educa�onal ins�tu�on and one year of related
experience; or three years of related experience and/or equivalent combina�on of
educa�on and experience. Experience in office management and record management.
• Na�onal Crime Informa�on Center Cer�fica�on. Must pass criminal background check.
Preferred Education, Experience, Certification/Licensure, Other
• Bachelor’s degree from an accredited educa�onal ins�tu�on; or four years of related
experience and/or equivalent combina�on of educa�on and experience. Degree in
Business Administra�on or related. Experience in execu�ve administra�on, budge�ng,
and IBR/NIBRS repor�ng.
Knowledge, Skills, and Abili�es
• Ability to apply common sense understanding to carry out instruc�ons furnished in
writen, oral, or diagram form.
• Ability to calculate figures and amounts such as discounts, interest, commissions,
propor�ons, and percentages.
• Ability to complete a variety of writen reports.
• Ability to deal with problems involving several concrete variables in standardized
situa�ons.
• Ability to effec�vely present informa�on and respond to ques�ons from groups of
managers, clients, customers, and the general public.
• Ability to maintain inter and intra department confiden�ality.
• Ability to read and interpret state laws, reports and updates regarding records
management.
• Ability to reliably and predictably carry out du�es.
• Ability to take and transcribe minutes.
Updated: March 2024
• Knowledge and ability to use and maintenance of computer so�ware and hardware for
police and general records system.
• Knowledge of general office policies and procedures, ability to operate a variety of office
machines and equipment.
• Skill in using computers and applicable so�ware applica�ons (Microso� Office – Word,
Excel, Outlook).
Supervision
No supervision of direct reports.
Physical Demands
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential duties and responsibilities of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform
the essential duties and responsibilities.
While performing the duties of this job, the employee is regularly required to talk or hear. The
employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands
and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or
crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision
abilities required by this job include close vision, distance vision, color vision, depth perception
and ability to adjust focus.
Work Environment
The work environment characteristics described here are representative of those an employee
encounters while performing the essential duties and responsibilities of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
duties and responsibilities.
The noise level in the work environment is usually moderate. Duties are generally performed in
an office setting with a controlled environment. The job requires sitting for extended periods of
time and the work may expose the employee to unpleasant social situations and significant
work pace pressure.
Iowa City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities
Act as Amended, the City will provide reasonable accommodations to qualified individuals with
disabilities and encourages both prospective and current employees to discuss potential
accommodations with the employer.
Reviewed/Approved by: Dus�n Liston, Police Chief (4/2024)
Updated: March 2024
I have read and understand the duties and requirements of this job description, and I
agree that I can perform the duties of this position with or without reasonable
accommodation.
Employee Date
________________________________ __________________