Administrative Assistant - Police Department

Paylocity; Zion (IL); Hybrid; USD 45,000 - 65,000; Full time

Job summary

City of Zion is seeking an Administrative Assistant to support the Chief of Police and department staff. The role involves confidential clerical tasks, document preparation, and maintaining records in a municipal setting.

You will manage calendars, coordinate meetings and travel, and assist with budgets and procurement in alignment with City policies. Strong communication and discretion are essential to success in this on-site position.

Qualifications

• Two years of administrative, clerical, or executive support experience.
• Municipal government or public safety experience preferred.
• Proficient with Microsoft Office and standard office software.
• Ability to read/write reports and maintain confidentiality.

Responsibilities

• Provide confidential administrative and clerical support to the Chief of Police and department personnel.
• Prepare correspondence, reports, agendas, packets, and other documents; maintain forms and records.
• Manage calendars, schedule meetings, coordinate travel, and prepare materials.
• Assist with budgeting, invoices, and other financial documents per City policies.
• Serve as liaison between the Police Department, City departments, vendors, and the public.

Skills

Administrative support

Communication skills

Attention to detail

Discretion/confidentiality

Education

Associates degree

Public administration

Criminal justice

Tools

Microsoft Office

Job description

Description

• Under general direction, provides confidential administrative, clerical, and customer service support to the Chief of Police and department personnel. Exercises independent judgment, professionalism, attention to detail, and discretion when handling sensitive and confidential information.
• Prepares correspondence, memoranda, reports, presentations, meeting materials, agendas, packets, minutes, and other departmental documents; maintains departmental forms, policies, manuals, and administrative records.
• Manages calendars, schedules appointments and meetings, coordinates departmental meetings, ceremonies, recognition events, community programs, and special activities, and prepares related materials and follow-up.
• Receives, screens, and routes telephone calls, correspondence, visitors, public inquiries, and other communications.
• Maintains organized and confidential electronic and physical filing systems, including personnel, administrative, and departmental records.
• Assists with personnel administration, including preparation and maintenance of evaluations, commendations, disciplinary and training records, recruitment, hiring, onboarding, promotional processes, and other employment documentation.
• Coordinates travel arrangements, training registrations, and related documentation for department personnel.
• Assists with tracking deadlines, projects, assignments, departmental initiatives, and special projects.
• Assists with the preparation and monitoring of departmental budgets and processes invoices, purchase orders, reimbursement requests, and other financial documents in accordance with City policies and procedures.
• Serves as a liaison between the Police Department and City departments, outside agencies, vendors, and members of the public.
• Assists with preparing information and documentation for City Council, boards, commissions, and other meetings.
• Assists with public information and records requests in accordance with applicable laws, policies, and procedures.
• Conducts research, prepares reports, and performs other administrative assignments as directed.
• Attends meetings, training, and professional development opportunities as required.
• Performs other duties and responsibilities as assigned.

Requirements

• A minimum of two years of administrative, clerical, or executive support experience. Experience in a municipal government, law enforcement agency, or other public safety environment is preferred.
• Associates degree or two years of education in business administration, public administration, criminal justice, or a related field.
• Any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.
• Skilled in the use of computer hardware and applicable computer software including Microsoft Office.
• Excellent communication and interpersonal skills. Ability to work with a wide variety of individuals.
• Requires ability to read and write reports, correspondence, instructions in English; must have hearing ability sufficient to converse with others, both in person and over the telephone; must have speaking ability sufficient to communicate effectively with other individuals in person or over the telephone.
• Ability to maintain confidentiality and comply with all applicable laws, City policies, and Police Department rules and procedures.
• Requires possession of a valid Driver's License.
• The employee must be able to perform the essential functions of the position, with or without reasonable accommodation. Duties generally require the ability to sit for extended periods, use a computer and standard office equipment, communicate effectively, and occasionally move or lift office supplies, files, or materials.
• Successful completion of a background investigation, drug screen, and any other pre-employment requirements established by the City.