Department Administrator

Overview

Department Administrator Jobs in Englewood, CO at HDR

Position Summary:

Administrative Assistants provide essential clerical and administrative support to the police department and report directly to the Administrative Office Manager. In the absence of the Office Manager, they may assume their duties to ensure continuity of operations.

Key responsibilities include preparing and distributing reports, memorandums, and official correspondence; interacting with court personnel, District Attorney staff, and other law enforcement agencies to manage the legal distribution of criminal justice records and schedule court proceedings. Administrative Assistants are responsible for completing police reports for minor incidents reported via phone or walk-ins during regular business hours.

They also issue and collect fees for permits under the department’s jurisdiction, including solicitor permits, special parking permits, and alarm permits. Additionally, they are on-call 24 hours a day to assist police officers with prisoner-related tasks such as guarding, transporting, and searching.

This role requires strong organizational skills, attention to detail, the ability to manage sensitive information, and the flexibility to respond to the dynamic needs of a law enforcement environment.

Minimum Requirements to Hold this Position:

1) Education/Experience/Training:

· A minimum of a high school diploma and at least one year of experience in a similar capacity are required.

· A background of integrity and maintaining confidentiality is essential due to the sensitive nature of a police department and personnel documents.

2) Comprehensive Knowledge of the following:

· Proficiency and experience using Microsoft Word, Excel, and Outlook.

· General knowledge of office practices and procedures.

3) Licenses/Certificates/Registrations:

· A Valid Pennsylvania Driver’s License.

4) Ability To Operate or Use the Following:

· Standard office equipment, including but not limited to: computer, printer, copy machine, fax machine, etc.

ESSENTIAL FUNCTIONS OF THE POSITION:

· Exercise good judgment and initiative and perform job functions under general supervision.

· Follow written and oral instructions to accomplish assignments.

· Assist the Administrative Office Manager in any duties related to their position and perform in their absence.

· Perform administrative functions such as the recording of presentations, correspondence, reports, billing, and memorandums. Reviewing said records for accuracy is necessary.

· “On-call” on a 24-hour basis in case assistance to the police department is needed.

· Issue and process township PD permits (solicitor, parking, alarm, etc.)

· Complete police reports on minor incidents called in or by a “walk-in” complainant.

· Assist with the planning and enrollment of the junior police academy.

· Maintain privacy of confidential records, correspondence, and/or files.

· Communicate effectively in writing, orally, and with others to understand and convey information consistent with job functions.

· Establish and maintain effective working relationships with co-workers, other departments, the public, etc.

· Carry out job functions without posing a health or safety threat to self or others.

· Attend meetings and record minutes as required.

· Assist other departments as needed.

· Maintain acceptable attendance standards. Observe detained women or children as needed when a female officer isn’t present

Physical Demands of Job

· Ability to sit for extended periods while working.

· Constant hand, finger, and arm use and excellent eye-hand coordination.

· To occasionally function in activities involving walking, bending, squatting, reaching, and climbing stairs.

· To occasionally stand for extended periods.

· Ability to hear clearly and speak intelligibly.

· Ability to see and perform visual activities such as closing paperwork, using a display monitor, reading, and writing.

Examples of Job Duties – This is not an exclusive list but merely a few examples:

· Maintain time records for all Police personnel, including time worked, vacation, personal, sick, comp, overtime, etc., as needed

· Prepare payroll as needed

· Assist with administrative functions, including correspondence, reports, and Right to Know requests.

· Assist in prisoner processing.

· Prepares purchase orders and processes billing for the Police Department.

· Processes all travel expenses for the Police Department.

· Maintain all permanent records of Police personnel, including training records.

· Maintains records of criminal offense reports, arrests, and incident reports.

· Handle all daily functions of incoming phone calls and walk-ins in the reception lobby.

· Dispatch radio communications to officers.

· Maintain a calendar of events, including hearing notices and court appearances for District, County, and juvenile courts, and building 50 302 hearings.

· Oversees crossing guard scheduling.

· Submit continuance requests and schedule changes to the District Court.

· Enter police incident reports and review them for accuracy.

· Maintain arrest and complete District Attorney Court preparation.

· Enter traffic, non-traffic, and parking tickets in the records system.

· Issue solicitor permits and special parking permits.

· Complete minor incidents from incoming calls and walk-ins.

· Maintain alarm permit files and process bills and payments received.

· Process insurance requests for police accident reports and incident letter requests.

· Process background checks.

· Maintain office equipment and order office supplies.

· Complete special projects for surveys, statistics, and special cases.

· Updates dispositions on all District Court and Montgomery County Court cases.

· Enter data for selective and directive enforcement.

· Copy citations for court hearings.

· Copy and mail accidents, reports, and letters for insurance requests.

· Maintain cash boxes for all incoming fees.

· Prepare receipts for incoming fees to be turned over to the Township for deposits.

· Maintain petty cash fund as needed.

· Copy reports for follow-up by officers and other Township officials.

· Process police department surveys.

· Process daily mail.

· Assist with junior police academy planning and enrollment.

· Maintain traffic analysis statistics.

· Act as a notary for the Police Department and Township as needed.

· Maintain all files for the Police Department.

· Maintain business listing (report changes to 911 for accuracy).

· Assist with proofs for Accreditation.

· Assist with grants and billing for overtime reimbursement.

· Assist with set-up and clean-up for Police Department meetings and functions.

· Process local Police background checks for summer employment, etc.

· Creates daily logs for review if requested.

· Social Media Posts.

· Upload Accidents to CarFax (daily).

· Fingerprints for Licensing and Employment background checks.

· Update Court Dispositions from Juvenile, Montgomery County, and District Court.

· Enter warrants, mail, and track warrant notifications.

· Log and return expired and suspended licenses and registrations to PennDOT.

This Job Description is designed to reflect job duties accurately. However, it may not be all-inclusive, and other job-related duties may be required. Reasonable accommodation will be made as required by local, state, or federal laws that do not cause undue hardship.

Job Type: Full-time

Benefits:

Dental insurance
Health insurance
Life insurance
Paid time off
Retirement plan
Tuition reimbursement
Vision insurance

Schedule:

8 hour shift

Work Location: In person

Title: Department Administrator

Company: HDR

Location: Englewood, CO