Administrative Coordinator for Police Leadership

1 week ago

Hermosa Beach, California, United States City of Hermosa Beach Isai Full time

POSITION SUMMARY

Under general supervision, this role involves a range of responsible, confidential, and intricate administrative and secretarial tasks in support of the Chief of Police and Command staff. The individual will exercise independent judgment, discretion, and initiative to facilitate effective communication and information flow among various City Department Heads, Police Department personnel, and the public.

KEY RESPONSIBILITIES

  • Provide comprehensive executive secretarial and administrative support to the Chief of Police, including managing the Chief's calendar and appointments.
  • Organize and coordinate official representation for the Police Department at various programs, events, and functions.
  • Assist command staff by handling administrative tasks, addressing complaints, and aiding in the resolution of operational and administrative issues.
  • Engage directly with residents seeking to meet with the Chief of Police, addressing their concerns and directing unresolved issues to the appropriate supervisor.
  • Screen inquiries and manage the flow of communications and paperwork through the Chief's office, ensuring requests are evaluated and routed correctly.
  • Draft, format, edit, and proofread a variety of documents, including reports, correspondence, and agreements, while responding to routine letters and inquiries.
  • Manage incoming mail and maintain organized office records, overseeing the Chief's filing system and tracking important transactions.
  • Maintain personnel files for all Police Department staff.
  • Process various Police Department permits, ensuring compliance with requirements and determining approval eligibility.
  • Prepare payroll documentation and timesheets for Police Department personnel.
  • Track performance evaluation dates for Police Department employees, ensuring timely annual evaluations.
  • Collaborate with the Administrative Sergeant on training-related travel requests and expense reporting.
  • Provide front counter support during busy periods, including answering calls and directing public inquiries.
  • Draft manuals for departmental and city use.
  • Manage the Police Department's petty cash.
  • Perform additional related duties as assigned.

QUALIFICATIONS

Knowledge, Skills, and Abilities:

Familiarity with the organizational structure and operational procedures of the Police Department, as well as general public administrative challenges. Proficiency in office organization, administration, and supervision, along with a solid understanding of office procedures and equipment, including software applications for word processing and data management.

Ability to perform complex and sensitive administrative tasks independently, follow written and oral instructions, and work collaboratively with various stakeholders. Strong skills in customer service, public relations, and effective communication are essential.

EDUCATION AND EXPERIENCE

A high school diploma or equivalent is required, along with five years of progressively responsible administrative and customer support experience, particularly in sensitive administrative roles. Additional training or experience in a Police Department or similar administrative setting is highly desirable.

LICENSES/CERTIFICATES

A valid Class C California Driver's License with a clean driving record is required.

WORK ENVIRONMENT

This position is primarily office-based, involving extensive public interaction and frequent interruptions. The work environment may include exposure to challenging situations and individuals.

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