Training - Administrative Assistant - Police Training

Police, 4565 S. 1st, Abilene, Texas, United States of America Req #79
Friday, October 1, 2021

GENERAL DESCRIPTION


Under general supervision, to perform advanced and complex secretarial duties in support of the Police Department and Training Division; provide support of major boards and commissions; take and transcribe minutes; follow through on meetings and preparing legal notices; screen calls, visitors, and mail; and provide information and assistance to the general public.


SUPERVISION EXERCISED


This position exercises no supervisory responsibility.


IMPORTANT AND ESSENTIAL DUTIES


  1. Process payment vouchers and check requests, purchase requisitions/orders, and other pertinent paperwork.  Coordinate all preparations for hosted classes from designation to hotels for attendees. Perform as a liaison with the Convention and Visitors Bureau (where needed) for large classes. Establish travel arrangements for the department including flight/hotel/per diem/rental car costs and report the projected costs for each to Police Administration.


  1. Perform a variety of duties involved in reception and customer service including conflict resolution/de-escalation, handling inquiries regarding the hiring process for academy cadets and lateral applicants. Assist with the administration of Civil Service applications and training processes to include preparation of paperwork needed for psychological/polygraph exams/background investigations and oral board during applicant processing.


  1. Take and transcribe minutes of meetings with major boards, commissions, and City Council, communicate with other Divisions, City Departments, State and Federal regulatory agencies, and citizens regarding police training requirements.


  1. Type and process a variety of documents including legal notices and appeal letters. Ensure compliance with the Local Government Code Chapter 143, Meet and Confer, local rules and any other appropriate state laws. Provide information/assistance/technical advice to supervisors and employees concerning state licensing matters.


  1. Oversee and coordinate office support operations including computer input of employee training, prepare paperwork for all training classes, submit rosters to the state licensing agency and retain records required for academy license retention. Assist with the development/implementation of administrative functions to support Civil Service training and regulatory compliance programs. Process required paperwork through the state licensing agency for issuance of state license to academy graduates.


  1. Maintain complex records and files. Conduct periodic reviews of employee files to ensure compliance with state law.


  1. Compose and type correspondence; transcribe recorded material.


  1. Compile and type statistical reports.


  1. Work independently to complete assigned tasks and special projects to include the establishment and preparation of an academy graduation venue, production of attendee programs and certificates.


  1. Schedule appointments and maintain calendars reflecting appointments, meetings, and commitments for the supervisor. Coordinate distribution of accident reports to Risk Management regarding injured cadets or officers during training.


  1. Answer questions for information which may include completing questionnaires and compiling data from files. Research potential training classes to be hosted and/or sponsored by the department.


  1. Perform secretarial duties including typing, scanning, filing, screening calls and visitors, and processing mail.


  1. Maintain confidentiality and security of essential department files.


OTHER JOB RELATED DUTIES


Perform other job related duties and responsibilities as assigned.


KNOWLEDGE, SKILLS AND ABILITIES


Knowledge of:

Business English, spelling, punctuation, and math.


Administrative secretarial practices and procedures.


Microsoft Office, Google drives and documents, Word and Excel.


Skill to:

Type and transcribe recorded material at a speed necessary for successful job performance.


Operate modern office equipment including computer equipment and related software. 


Advanced customer service and people skills to multi-task between telephonic and in-person questions/inquiries received daily with patience and compassion in a professional manner.


Coordinate all aspects of a graduation event for a class of cadets involving over 250 attendees.


Confidentially maintain employee and applicant files.


Ability to:

Learn departmental policies, functions, and procedures.


Work responsibly with confidential matters.


Maintain detailed and complex records.


Compose routine and technical letters and memoranda.


Communicate clearly and concisely, both orally and in writing.

Maintain accuracy and attention to detail for all aspects of officer and training related files.

Think outside of the box and plan ahead for all academy functions and related questions.


Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.


Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.

Experience and Training Guidelines:


Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying.  Knowledge, skills, and abilities may be obtained through:


Experience:

Three (3) years of experience in responsible administrative work.


Education/Training:

A high school diploma or a GED is required.


License or Certificate:

A valid Texas driver’s license; the ability to obtain one within ninety (90) days of employment, or a military waiver is required.


Special Requirements:


Essential duties require the following physical skills and work environment:


Ability to work in a standard office environment.


With or without accommodation, ability to lift and transfer up to 45 pounds.

Ability to work occasional after hours functions, such as the Citizens Police Academy, testing of applicants and cadet graduations.


Other details

  • Pay Type Hourly
  • Min Hiring Rate $17.97
  • Max Hiring Rate $21.67
  • Police, 4565 S. 1st, Abilene, Texas, United States of America