Administrative Assistant I

PLEASE READ THIS ENTIRE ANNOUNCEMENT CAREFULLY BEFORE SUBMITTING YOUR APPLICATION The Gaithersburg Police Department is seeking an outgoing, motivated, and highly organized individual for the full-time position of Administrative Assistant I to perform a wide variety of entry-level clerical and administrative support functions that support and assist police personnel and the general public. This is a civilian position within the Police Department. This position is the first point of contact for callers and visitors to the Police Department; the successful candidate must be able to represent the Department in a professional and positive manner, have a strong work ethic, assist customers with tact and courtesy, remain calm under pressure and in stressful situations, and proactively provide assistance and support wherever needed. It is truly a team effort in the Gaithersburg Police Department - our civilian employees work together with sworn officers to fulfill the day-to-day operations of the agency and to help members of the Gaithersburg community when they need it the most. 40 hours per week, Monday through Friday; a core work schedule will be established based on operational needs. The ability to fluently speak, read, write, and comprehend in a language in addition to English (such as Spanish, Chinese, Korean, etc.), is highly desirable. Starting salary for this entry-level position is negotiable within the anticipated hiring range ($42,000 to $48,000) and will be offered at a level consistent with the experience and qualifications of the candidate. We provide comprehensive insurance benefits (medical, dental, vision, long?term care, life), paid time off, generous retirement contributions, tools to assist with paying down student loan debt and managing student loans, training and professional growth opportunities, and excellent work/life balance. APPLICATION PROCESS In addition to completing the online job application, including the Supplemental Questions portion of the application, applicants who move forward in the process after completing the online application and questions will receive an email invitation to complete the Personal History Statement. Applicants MUST complete the Personal History Statement in its entirety, ensuring that the instructions in each section are followed and the information provided is complete and accurate. The Personal History Statement is a comprehensive document requiring a significant amount of information. Applicants will have 14 days to complete the Personal History Statement. If you are unable to complete the Personal History Statement within 14 days of receiving the activation link, your account will be locked. Should you wish to unlock your account and reactivate your Personal History Statement, send a message via the online portal requesting additional time. Please note that after 60 days, your account will be archived and unable to be reactivated. Again, only fully completed Personal History Statements will be accepted. PLEASE NOTE THAT INTENTIONALLY LYING OR DELIBERATELY WITHHELD INFORMATION ON THE ONLINE APPLICATION AND/OR PERSONAL HISTORY STATEMENT WILL RESULT IN AN APPLICANT'S PERMANENT DISQUALIFICATION FROM EMPLOYMENT IN THE POLICE DEPARTMENT. ONLINE APPLICATIONS AND ATTACHED MATERIALS ARE STORED ON A SECURE SITE. ONLY AUTHORIZED EMPLOYEES AND HIRING AUTHORITIES HAVE ACCESS TO THE INFORMATION SUBMITTED. WHAT YOU WILL DO WITH US Perform routine office tasks including answering phones; greeting, screening, and referring visitors and callers; data entry; copying, scanning, indexing, faxing, and filing; processing and distributing mail; and performing other general administrative duties as needed. Respond to requests for assistance and information from internal and external customers. Type, prepare, and/or compose routine correspondence, interoffice communications, reports, forms, spreadsheets, informational materials, and other documents. Establish, prepare, organize and maintain computerized or hard copy files, logs, records, materials, documents, and information. Respond to inquiries or complaints or direct to the appropriate person. Receive and process payments for parking and traffic violations. Receive and process information of a confidential nature; ensure such information is maintained in strict confidentiality. Maintain, monitor, and assist with supplies and inventories, including ordering, stocking, and distributing; maintain records of purchases and reconcile invoices. Proofread and check materials for accuracy and completeness. Conduct research and compile data. Assist with special projects and perform additional clerical and support tasks as needed. Provide outstanding service, pursue continuous improvement, and exceed expectations. Key responsibilities are highlighted above; please click here to view the complete classification description for the Administrative Assistant I position. The classification description indicates the full salary range established for this position to provide for growth and development (Grade 101 in the City's FY 2026 Schedule of Salary Ranges). WHAT YOU NEED TO BE CONSIDERED A positive, professional, customer-friendly attitude that complements the work environment and customer service goals of the Department and the organization. Solid telephone and computer skills (Word, Excel, Outlook) and the ability to operate a variety of standard office equipment. Strong and effective administrative, organizational, interpersonal, communication (verbal and written), time management, and customer service skills. Ability to quickly develop a working knowledge of the Department and its functions, programs, procedures, and services, and to become proficient with specialized technology/software applications used by the Department. Careful attention to detail and ability to work quickly and accurately and meet firm deadlines. Be resourceful and willing and eager to learn and assume new challenges and increased responsibility. Demonstrated ability to successfully multitask with constant distractions and interruptions, and to work effectively independently with minimal supervision and as part of the team. High school diploma or equivalent; some college coursework helpful. At least one year of skilled office support/administrative experience. Fluent in a language in addition to English highly desirable; eligible for a $2,080 annual multilingual stipend if approved. Or any acceptable equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities to satisfactorily perform job duties. TO BE CONSIDERED, INTERESTED APPLICANTS MUST COMPLETE AND SUBMIT An online employment application (the application must be filled out completely) Current resume (attached to the online application) Review of applications will begin immediately, so prompt application is strongly encouraged. The position will remain open until filled; recruitment will close without notice when a sufficient number of qualified applications are received or all hiring decisions have been made. This position is non?exempt which means an individual in this position is eligible for overtime compensation under the provisions of the Fair Labor Standards Act (FLSA) and the City's personnel regulations. Direct deposit of paychecks is a condition of employment for all City of Gaithersburg employees. The successful candidate will be subject to a comprehensive background investigation required for civilian employees of the Gaithersburg Police Department. The City has established an alcohol?free, drug?free, and smoke?free workplace which applies to any person employed by, conducting business with, or applying for a position with the City. Each employee, as a condition of their employment, may be required to participate in pre?employment and reasonable suspicion testing. Employees classified as safety sensitive are also subject to immediate post accident and random testing. For more information about the position, please contact Police Administrative Services Manager Aretha Steele at 240.805.1824 or Aretha.Steele@gaithersburgmd.gov. Questions about the Personal History Statement or the recruitment process may be directed to Police Administrative Bureau Commander John Leache at 240.805.1792 or John.Leache@gaithersburgmd.gov. Questions regarding the online application process may be directed to the Department of Human Resources at 301.258.6327 or hr@gaithersburgmd.gov. This recruitment will establish an eligibility list which will use to fill current vacancies and may be used to fill other openings in this classification which occur in the next 12 months. #J-18808-Ljbffr