Description
Under the direct supervision of the Chief of Police, the Administrative Coordinator provides comprehensive administrative, technical, and operational support to Police Administration and departmental staff. This position coordinates office operations, manages records and documentation, supports financial and personnel processes, and serves as a primary customer service liaison for internal staff and the public.
This position plays a vital role in ensuring efficient administrative operations, safeguarding confidential information, and supporting the delivery of professional and responsive public safety services. This position does not exercise supervisory authority.
The ideal candidate will embody the City’s core values of Service, Humility, Innovation, Neighborly, and Excellence (SHINE).
EXAMPLES OF DUTIES:
Administrative and Executive Support: Provides administrative support to Police Administration by preparing, reviewing, and distributing correspondence, reports, forms, presentations, and other materials for accuracy, completeness, and proper formatting. Schedules appointments, coordinates meetings, maintains calendars, and assists with special projects and departmental initiatives as assigned.
Customer Service and Public Interaction: Serves as a primary point of contact for visitors, callers, and internal customers by receiving and screening phone calls and visitors, answering questions, providing information, and directing inquiries to appropriate personnel. Distributes and collects employment applications, permits, public information requests, bid packets, and other departmental documents. Assembles and distributes forms, applications, and general information requested by the public.
Financial and Purchasing Support: Provides departmental support with accounts payable and purchasing functions by preparing and processing invoices, check requests, requisitions, and purchase orders. Assigns account codes, submits payment documentation, maintains account balances, and reconciles purchasing cards in accordance with City financial policies and procedures.
Records Management and Documentation: Organizes, establishes, and maintains filing and recordkeeping systems for departmental correspondence, documents, materials, and records in compliance with City and State records retention requirements. Assists with maintaining confidential personnel and administrative records and ensures proper handling and storage of sensitive information.
Personnel and Administrative Processing: Processes personnel and administrative forms for departmental staff and coordinates submission for appropriate internal processing. Assists with administrative onboarding documentation, maintains personnel-related files, and supports Police Administration with employment-related documentation and internal tracking processes.
Research, Reporting, and Data Coordination: Assembles, researches, and summarizes information from various sources and prepares special or recurring administrative, operational, and statistical reports. Maintains databases and tracking systems and assists with gathering and organizing data for departmental reporting, accreditation, or compliance requirements.
Mail, Supply, and Office Operations: Receives, sorts, and distributes mail, including interoffice mail, FedEx, USPS, UPS, and private courier deliveries. Maintains, organizes, and orders office and mailing supplies, coordinates copier maintenance and repairs, and supports administrative operations across Police facilities and stations as assigned.
Other Duties: Performs other related administrative duties as assigned or requested.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
Administrative Operations and Office Management: Thorough knowledge of modern office practices, administrative procedures, and recordkeeping systems. Ability to coordinate multiple administrative functions while maintaining organization, accuracy, and efficiency in a fast-paced public safety environment.
Financial and Records Processes: Working knowledge of purchasing, accounts payable procedures, and financial documentation practices. Knowledge of records retention requirements and the handling of confidential and sensitive information in accordance with applicable laws, policies, and departmental procedures.
Technology and Software Applications: Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, and experience with database, scheduling, and report writing systems. Ability and willingness to learn and utilize additional software programs necessary for departmental operations.
Customer Service and Public Relations: Skill in providing professional and courteous customer service to internal and external customers, including the general public, vendors, and partner agencies. Ability to communicate information clearly and represent the Police Department in a professional and service-oriented manner.
Research, Reporting, and Analytical Support: Ability to research, analyze, and interpret administrative, legal, financial, and operational information and develop clear and concise reports, presentations, and correspondence, including politically sensitive or confidential communications.
Organization, Judgment, and Work Management: Ability to prioritize assignments, meet deadlines, manage special projects, and work independently with minimal supervision while exercising sound judgment and maintaining strict confidentiality. Ability to collaborate effectively across departments and maintain positive working relationships.
Requirements
TYPICAL QUALIFICATIONS:
High School Diploma or equivalent and three to five years of progressively responsible technical/administrative support experience; preferably in a municipal environment, or equivalent combination of education and experience.
Must possess and maintain a valid Texas Class C driver’s license
