Description

Under the direction of the Battalion Chief over Training, the Administrative Assistant for the Public Safety Training Center will provide comprehensive administrative support, performing technical clerical, administrative and receptionist duties for the Public Safety Training Center, including PD, FD and Emergency Management training staff. Responsibilities may include, but are not limited to, responding to internal and external inquiries, handling correspondence, maintaining databases; conducting research on special projects; monitoring budgets; and/or coding and processing invoices.

Essential Duties and Job Responsibilities

• Coordinate and support calendars, meetings, training sessions, and departmental events, including logistics, documentation, and occasional evening functions.
• Maintain and manage departmental records and databases, ensuring compliance with local, state, and federal retention and reporting requirements.
• Creates and updates departmental forms and publications; handles printing, scanning, and distribution.
• Assists with website maintenance and updates.
• Prepare, process, and manage internal and external communications, reports, presentations, and correspondence.
• Prepares and distributes reports, statistical analyses, and memos.
• Maintains record retention files and coordinates destruction according to the State of Texas guidelines.
• Serves as first point of contact for internal departments, external agencies, and the public; respond to inquiries and process information requests.
• Processes public information requests and departmental mail.
• Pages staff and volunteers as needed.
• Orders and oversees training center office supply inventory.
• Completes periodic and end-of-month reporting in support of city, county, and state agencies.
• Maintain confidentiality and professionalism in handling sensitive public safety information.
• Performs other related duties as assigned.

Requirements

Acceptable Experience, Training, Certifications and Licenses
 

Required Qualifications

Education & Experience

• High school diploma or its equivalent and at least three (3) to five (5) years of administrative experience, preferably in a public safety, government, or training environment.
• Experience supporting multiple departments or teams simultaneously is highly desirable.

Certification & License

• Notary Public, preferred, or ability to obtain within one (1) year of hire.
• EOC/ICS Training preferred, or ability to obtain within one (1) year of hire.
• Valid Texas Driver’s License, with acceptable driving record.

Knowledge, Skills & Abilities
Knowledge of:

• Personnel policies and procedures.
• Standard office procedures.
• Functions and activities of the assigned Department.
• Budgetary and basic bookkeeping techniques.
• The use of personal computers.
• Knowledge of public safety terminology and procedures is a plus.

Skill/Ability to:

• Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with database systems.
• Ability to handle confidential information with discretion.
• Strong attention to detail and accuracy in data entry and recordkeeping.
• Customer service-oriented with the ability to interact professionally with internal staff, external agencies, and the public.
• Capable of working independently and collaboratively in a fast-paced environment.
• Organize, interpret and analyze facts/materials and present the related information in a clearly written or graphic form.
• Ability to learn proprietary software used by the assigned department.
• Ability to pass background checks and maintain security clearance as required by Fire, Police, and Emergency Management departments.

Work Conditions
Physical Demand

• May occasionally work evenings or weekends to support Department or Training Events or special projects.
• May sit, stand, or walk for extended periods during standard office and meeting activities.
• Occasionally stoops, bends, reaches, and lifts or carries materials and equipment up to 25 pounds.
• Uses hands and fingers to handle, operate, or manipulate office materials, computers, and related equipment.
• Requires visual acuity to read printed materials, computer screens, and detailed documents.
• Communicates clearly and effectively in person, by telephone, and during group discussions.

Environmental Demand

• Work is performed primarily in a standard office setting with moderate noise levels and frequent interaction with staff, and the public.
• May work outdoors periodically to support training events which may include various weather conditions.
• Position requires professionalism and discretion when managing confidential information or engaging with staff.
• Regular and predictable attendance is essential to the role.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The City of Cedar Park complies with the Americans with Disabilities Act (ADA) and will provide reasonable accommodations to qualified individuals with disabilities. 

Supplemental Information

APPLICATION PROCESS
This position is open until filled. Please submit your application as soon as possible to ensure you are considered for this position. Candidates selected for interview will be contacted by the hiring manager. For consideration, please apply online at https://www.cedarparktexas.gov/.

Equal Opportunity Employer
The City of Cedar Park is an Equal Employment Opportunity (EEO) employer. As an EEO employer, the City will conduct its staffing activities, selection, promotion, demotion, transfer, training, and separation in accordance with Federal, State, and Local EEO laws and regulations as they affect the City. The City of Cedar Park will not discriminate against any applicant or employee based on race, color, national origin, sex, age, religion, veteran status, or disability.   

The City of Cedar Park has the right to revise this position description at any time and does not represent in any way a contract of employment.