Job Description
Job DescriptionSalary: $21.45 - $26.81
The Police Administrative Assistant provides high-level administrative support to the Horseshoe Bay Police Department. This position is responsible for performing a variety of clerical, administrative, and customer service tasks to ensure the efficient and effective operation of the department. The role requires excellent communication skills, attention to detail, and the ability to maintain confidentiality.
Responsibilities and Duties:
Administrative Support:
- Serve as the first point of contact for the public, answering phones, greeting visitors, and addressing inquiries.
- Prepare, proofread, and distribute correspondence, reports, memos, and other documents.
- Maintain accurate and organized filing systems, including confidential records and reports.
- Manage department calendars, schedule appointments, and coordinate meetings.
- Assist with coordinating reports and system security for state audits.
Record Keeping and Data Entry:
- Enter and update records in departmental databases and systems.
- Process and maintain police reports, citations, and case files.
- Assist with compiling statistical data and preparing reports as required.
Financial and Budget Support:
- Assist with budget tracking, purchasing, and processing invoices.
- Prepare and maintain records of financial transactions and expenditures.
Customer Service and Communication:
- Respond to public inquiries via phone, email, or in person with professionalism and courtesy.
- Provide information regarding department services and procedures.
- Assist with processing public records requests in compliance with legal regulations.
Support for Law Enforcement Staff:
- Coordinate communication between officers, detectives, and administrative staff.
- Assist with preparing case files for court proceedings.
- Maintain inventory of office supplies and equipment, placing orders as necessary.
- Maintains Texas Law Enforcement Telecommunications System requirements and staff licensing standards.
Backup Dispatcher Duties:
- Perform emergency and non-emergency dispatching duties as needed to ensure coverage.
- Receive and prioritize calls for service, including 911 calls and non-emergency inquiries.
- Dispatch police personnel to incidents and maintain communication throughout the response.
- Operate radio, telephone, and computer-aided dispatch (CAD) systems efficiently.
- Maintain accurate logs and records of dispatched calls and responses.
Minimum Training, Education and Experience Required:
Education:
- High school diploma or equivalent required.
- Associate degree or certification in office administration or related field preferred.
Experience:
- Minimum of 2 years of administrative or clerical experience, preferably in a law enforcement or government setting.
- Experience with records management and data entry.
- Previous experience as a dispatcher or telecommunicator is a plus.
Preferred Training, Education and Experience:
One to two years related experience and/or training; or associate degree; or equivalent combination of education and experience. A TCOLE basic telecommunicator license is preferred.
Requirements Certificates/Licensures:
- Valid Texas drivers license
- (TCOLE) Telecommunications Operator License
- Must not have any type of criminal arrest history that might deny access to DPS systems.
Physical Requirements:
- Ability to sit, stand, and walk for extended periods while performing administrative tasks.
- Frequent use of hands and fingers for typing, filing, and handling documents.
- Occasional lifting and carrying of office supplies, files, and records weighing up to 25 pounds.
- Visual acuity to read documents, computer screens, and fine print.
- Hearing and speech ability sufficient to communicate clearly in person, over the phone, and via radio systems.
- May require occasional bending, stooping, reaching, and kneeling to retrieve or organize files.
Work Environment:
- Primarily an office setting within a police department or law enforcement facility.
- Regular exposure to confidential and sensitive information requiring discretion and professionalism.
- Interaction with law enforcement personnel, government officials, and members of the public.
- Potential exposure to high-stress situations, including interactions with individuals in distress or hostile circumstances.
- Work schedule may include evening, weekend, or holiday hours based on department needs.
- Noise levels may vary from quiet to moderate, with occasional exposure to police radio communications and office equipment sounds.
Safety Sensitive:
This position is a safety-sensitive position. All safety-sensitive positions require selected candidates to undergo and successfully complete a post-offer, pre-employment background check to include, criminal background, driving record, drug testing and physical examination. Individuals holding this position will be subjected to random drug testing on a regular basis.
The City of Horseshoe Bay is an Equal Opportunity Employer.
Job responsibilities may be modified by the City of Horseshoe Bay based on business need.
Compensation for this position is dependent upon qualifications.
All job offers are contingent on a background check which includes a criminal background and driver license check. For this position, the job offer will also be contingent on a pre-employment drug test.