Chief of Police Administrative Support Specialist

2 weeks ago

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

POSITION SUMMARY

Under general oversight, this role encompasses a range of confidential and intricate administrative and secretarial responsibilities in support of the Chief of Police and Command staff. The incumbent will utilize 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

  • Manage a diverse array of executive-level administrative tasks for the Chief of Police, including calendar management and scheduling.
  • Organize and coordinate Police Department representation at official events and programs.
  • Assist command staff by alleviating administrative burdens, addressing complaints, and aiding in the resolution of operational challenges.
  • Engage directly with community members seeking to meet with the Chief of Police, addressing their concerns and directing them appropriately when necessary.
  • Screen communications and manage the flow of information through the Chief's office, ensuring requests are evaluated and directed to the right division.
  • Draft, format, edit, and proofread a variety of documents, including reports and correspondence, while responding to routine inquiries independently.
  • Sort and manage incoming mail and maintain comprehensive office records, including the Chief's filing system.
  • Oversee personnel files for all Police Department staff.
  • Process various Police Department permits, ensuring compliance with requirements and making approval decisions.
  • Prepare payroll documentation and track employee performance evaluations.
  • Collaborate with the Administrative Sergeant on training logistics and travel requests for department personnel.
  • Provide front counter support as needed, including handling phone inquiries and directing the public.
  • Draft operational manuals for departmental and city use.
  • Manage the Police Department's petty cash.
  • Perform additional related duties as assigned.

QUALIFICATIONS

Knowledge, Skills, and Abilities:

  • Understanding of the organizational structure and operational procedures of the Police Department.
  • Familiarity with office management principles and administrative practices.
  • Proficiency in office technology, including software applications for word processing and data management.
  • Strong skills in customer service, public relations, and effective communication.
  • Ability to maintain confidentiality and handle sensitive information with discretion.

EDUCATION AND EXPERIENCE

A combination of education and experience that provides the necessary knowledge and skills is required. A typical qualification includes a high school diploma or GED and five years of progressively responsible administrative experience, preferably in a public service or law enforcement environment.

LICENSES/CERTIFICATES

A valid Class C California Driver's License is required, with a safe driving record maintained throughout employment.

WORK ENVIRONMENT

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

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