Administrative Support Specialist - Police

at  City of Hillsboro Oregon

Become a part of an incredible team collaborating with the diverse workforce in police services at the City of Hillsboro. Professional staff are important contributors within the police department and aid with business operations, which allow our police officers to focus on serving and protecting the community to the best of their abilities.
The principal function of an employee in this class is to provide principal administrative support to a Department Manager and/or other department staff; performs varied clerical and administrative duties of moderate difficulty that require a knowledge of office routines and an understanding of the organization, programs, and procedures related to the work of the office with the ability to recognize deviation from accepted practices. The principal duties of this class are performed in a police department office environment. This is a non-exempt position and is subject to the terms and conditions of a collective bargaining agreement.

TRAINING AND EXPERIENCE:

High School Diploma or GED and 3 years experience working in office administration and customer service; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

KNOWLEDGE OF:

• Applicable local, state and federal laws, rules, and regulations;
• Budgeting and recordkeeping principles;
• Office Management practices;
• Positive and effective customer service principles;
• Modern office equipment.

SKILL IN:

• Interpreting and applying applicable laws, codes, regulations and standards;
• Communicating effectively through verbal and written means, including technical writing;
• Time management, prioritization and organization;
• Performing a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
• Working independently, prioritizing multiple tasks to meet deadlines while maintaining accuracy and attention to detail;
• Providing positive and effective customer service;
• Analyzing situations, identifying alternative solutions, projecting consequences of actions, and implementing recommendations;
• Promoting a culture of teamwork and communication by working in collaboration and treating coworkers with respect and dignity and maintaining an open mind to diverse voices and ideas.

• Provides specialized administrative support including: preparing agendas and meeting minutes; reviewing and processing documents, purchase orders, invoices; reviewing and screening correspondence, billing information, preparing correspondence, marketing materials, event notices, newsletters, maps and other documents related to assigned areas.
• General administrative support of Department command staff to include, but not limited to: response and correspondence, meeting scheduling and coordination of department events.
• Processes and tracks license renewals and applications. Keeps all parties apprised of process including requestor and City department staff.
• Orders and maintains adequate supply of various office equipment, materials, and forms for the department.
• Opens, screens, reviews, and distributes mail and other incoming material. Assures timely staff response; may send form letters.
• Reviews outgoing materials and correspondence for internal consistency and conformance to procedures; assures that proper clearances have been obtained, when needed.
• Establishes and maintains effective working relationships with assigned supervisors, other City employees, law enforcement personnel, and the general public.
• Keeps immediate supervisor and designated others accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems.
• Performs other duties of a similar nature and level as assigned