Description
Job Title: Assistant to the Chief
Department/Division: Police Department
Classification and FLSA Status: Regular, Full-Time, Non-Exempt
Pay scale: Admin IV / 26
Salary Group: $28.85
Revised: February 20, 2026
SUMMARY:
Under general direction of the Chief of Police, the position provides high-level confidential, clerical, and administrative support to the department head, managing daily operations, scheduling, and correspondence.
It is imperative that the person employed in this position maintains professional and ethical standards. These expectations include confidentiality, courtesy, cooperation, positive attitude, reliability, efficiency, and respect for others. The selected applicant shall represent the City in a positive way, both on duty and in connection with City sponsored activities.
Supervision: Reports to Chief of Police. This position will carry out supervisory responsibilities when necessary.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Job description statements are intended to describe the general nature and level of work being performed by employees assigned to this job title. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required.
1. Performs various projects and administrative duties such as organizing meetings, notarizing documents, maintaining a calendar of activities, entering purchase requisitions, telephone, and front office responsibilities, and maintaining records and files.
2. Processes open records functions applicable to records release and maintenance, including receiving, responding to, and entering requests for police reports.
3. Maintains and updates records according to established procedures.
4. Maintains Police Department administrative records and files.
5. Oversee the maintenance of the general office area including ordering and stocking of necessary supplies.
6. Assists with front office coverage and reception duties.
7. Receives and responds to inquiries and requests for assistance from other city departments, agencies, organizations, professionals, and the public.
8. Composes, types, and edits a variety of correspondence, reports, memos, and other material requiring judgment as to content, accuracy, and completeness.
9. Data entry and maintenance of electronic and hard copy records and reports.
10. Drafts, proofreads, and processes confidential documents, correspondence, reports, and minutes of meetings.
11. Assists with payroll processing, purchasing, grant applications and management, and monitoring the department budget.
12. Acts as a primary contact for city officials, staff, and the public, for matters involving the Chief of Police.
13. Composing required documents for city council meeting agenda items and posting them to Civic Plus.
14. Performs special assignments and projects assigned by the Chief of Police.
Knowledge, Skills, and Abilities:
Considerable knowledge of general office equipment and procedures such as filing, bookkeeping, posting, and maintaining records.
Knowledge of Microsoft products: Excel, Word, PowerPoint
Some knowledge of the Texas Penal Code, Texas Open Records Act, and statute governing Crime Control and Prevention Districts.
Knowledge of English grammar, punctuation, and spelling, and good numerical skills.
Knowledge of municipal budget preparation and oversight.
Knowledge of computer applications for police services, and/or multiple telephone lines.
Skill in strong customer service with the ability to remain calm in sometimes stressful situations.
Skill in organizing, researching, and maintaining technical and administrative files.
Ability to work alone and unsupervised.
Ability to enter data into a computer system and prepare written materials with sufficient speed and accuracy.
Ability to prepare and post Public Safety Advisory Committee Meeting agendas with minimal direction.
Ability to organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
In a typical work setting, Administrative Assistant:
Work in a busy office environment at a computer workstation with prolonged sitting or standing periods and a standard range of noise. Work involves direct and continuous interaction with the public and other City employees on the telephone, and in-person work is performed in a highly demanding atmosphere where interactions with irate/forceful customers may be routine and in an environment of frequent and numerous interruptions.
Interpersonal Relationships
Have a high level of social contact working closely with other office staff and the public.
Communicate with people daily by telephone, e-mail, and in person. May be subjected to irate members of the public, who may use profanity.
Hours/Travel
Usually works for a standard 40-hour week, 5 days per week but may be required to work evenings or weekends to meet deadlines or for special projects/assignments. May be required to travel locally less than 10 miles and attend training, conferences, etc.
Physical Demands and Work Conditions
Primarily work indoors. Work somewhat close to other people, such as when sharing office space.
Frequently required to sit, stand at the computer while using hands, arms, and fingers to reach and input data in systems. Exposure to noise from close by departments, co-workers, and the public.
May lift and move boxes weighing up to 30 pounds.
Disaster Service Workers Clause
Always in the event of a declared emergency or any undeclared emergency or natural disaster that threatens the life, health and/or safety of the public, designated employees may be assigned to assist rescue and relief workers. Such assignments may be in locations, during hours and performing work significantly different from the employees’ normal work assignments and may continue through the recovery phase of the emergency.
Requirements
EDUCATION AND EXPERIENCE:
Bachelor’s degree in a related field
Five (5) years of related experience of progressively responsible administrative support experience. Prior experience working in a police department environment, to include dealing with racial profiling data, and/or records management databases .
Experience and working knowledge of accounts receivable/payable databases.
Any equivalent combination of experience and education may be substituted (on a year-to-year basis) to meet the minimum qualifications.
License and Certifications:
Must possess or be able to acquire Notary Public Registration. A Valid Texas Driver’s License and a safe driving record. Must meet TCIC/NCIC policies for police records access.
