Administrative Assistant-Police (Full-Time)

City of Safford; Safford (AZ); On-site; USD 36,000 - 48,000; Full time

Job summary

The City of Safford is seeking an Administrative Assistant-Police to provide comprehensive office coordination and law enforcement support. The role requires handling records, scheduling, and communication with the public, while maintaining confidentiality and accuracy.

Ideal candidates will have a high school diploma or GED, with preference for an associate degree and at least three years of office experience. ACJIS certification and notary ability are expected within specified timelines.

Qualifications

• High School diploma or GED or equivalent experience.
• Associates degree preferred.
• Three years of professional office experience.
• ACJIS Operator Certification within one year of hire.
• Notary Public within three months of hire date.

Responsibilities

• Coordinate office functions and communications with staff and public.
• Prepare reports, agendas and minutes for meetings.
• Maintain records including attendance, payroll and financial documents.
• Process requests and route to appropriate departments.
• Maintain evidence records and chain of custody procedures.
• Operate office equipment and computer software (MS Office).
• Disseminate records and maintain filing systems.
• Assist police staff with administrative tasks as requested.

Skills

Interpersonal skills

Customer service

Administrative coordination

Data entry

Written communication

Education

High School diploma or GED

Associates Degree in secretarial science or related field (preferred)

Job description

Administrative Assistant-Police (Full-Time)

ORGANIZATION AND AREA INFORMATION: Nestled in the central part of Southeast Arizona’s Gila Valley, the City of Safford is a thriving rural Arizona City. With a population of just over ten thousand, it is the largest municipality in Graham County. Incorporated as a town in 1901 and becoming a city in 1955, Safford has become the major hub for Southeast Arizona. The City of Safford as an organization has multiple different departments and over 230 staff members including full time employees, seasonal employees, volunteer firefighters and councilmembers to staff all the different positions at the City. The City also provides all utilities for its residents and other residents in surrounding areas. In addition to the major utilities of gas, water, electric, sewer, and sanitation, the City has a landfill and airport that service the county.

SUMMARY: Under general supervision, performs administrative office coordination and law enforcement support work such as collecting information and evidence and maintaining records and files.

DISTINGUISHING CHARACTERISITICS: This is a single job class. This position reports to the Executive Assistant to the Chief of Police or Chief of Police.

ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks. The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Conducts a variety of special projects and assignments involving programs, systems, operations, special needs, issues or activities of the assigned department(s). Researches, analyzes and prepares recommendations or conclusions on assigned projects.
• Organizes and coordinates office functions, activities and communications with departmental and City staff as well as citizens, community businesses and agencies and other outside organizations.
• Prepares reports, charts, graphs, presentations or other documents. Assures the proper review, routing and completion of department(s) paperwork. Maintains department(s) records such as attendance, payroll, and financial documents.
• Provides staff support and administrative assistance to boards, committees, or commissions; attends and records meetings and types meeting minutes; prepares reports, agendas, correspondence and other materials as appropriate and according to decisions and approved actions.
• Researches, analyzes and prepares information on a variety of topics for dissemination to the public through the media, conference presentations, community meetings and City communications.
• Interacts with visitors and the public by phone; provides information, receives and processes requests and complaints and routes individuals to proper department or individuals as appropriate.
• Maintains, preserves and catalogs criminal evidence. Ensures integrity of evidence and chain of custody by maintaining database, physically processing and storing evidence.
• Packages evidence for delivery to crime laboratories or storage and receives and stores evidence from crime labs. Destroys impounded property/evidence as required by law or regulation.
• Maintains and records digital photographs of crime scenes, victims and other subjects as directed.
• Maintains records of Sex Offenders and prepares and sends notifications and evaluations of the Offender to the community.
• Enters, retrieves, updates and accesses information using local crime computer and national/state crime computers (ACJIS and CARNAC). Maintains Officer personnel training records of ACJIS Operator Certification.
• Disseminates criminal and civil records, prepares correspondence, and maintains files and forms needed by Officers. Orders and restocks forms and supplies for the department.
• Operates radio, receives telephone inquiries and refers individuals to appropriate agencies.
• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

Education, Experience, Certifications and Licenses:

• High School diploma or equivalent GED certificate, or equivalent experience.
• Associates Degree in secretarial science, office management or a related field (preferred).
• Three (3) years’ experience in a professional office environment.
• OR an equivalent combination of training and experience that provides the required knowledge and skills
• Ability to obtain ACJIS Operator Certification within one (1) year of hire.
• Ability to become a Notary Public within three (3) months of hire date. (required to maintain employment)

Required Knowledge and Skills:

• Knowledge of organization, functions and activities of the assigned department(s).
• Knowledge of financial and statistical record-keeping techniques.
• Knowledge of processing requirements and procedures for public documents.
• Knowledge of applicable laws, codes, regulations, policies and procedures.
• Knowledge of office management techniques.
• Skill in interpersonal skills using tact, patience and courtesy.
• Skill in planning and performing complex administrative office coordination duties.
• Skill in operating a computer and related software (i.e. Microsoft Office Applications, Office365, etc.).
• Skill in maintaining confidentiality and security of records and information.
• Skill in researching and analyzing data and information to develop, evaluate and present alternative recommendations.
• Skill in evaluating and recommending improvements to office operations, procedures and policies.
• Skill in communicating effectively both orally and in writing.
• Skill in Customer Service.
• Skill in reading, interpreting, applying, and explaining codes, rules, regulations, policies and procedures.
• Skill in directing the activities of youth workers, other office personnel and inmates as assigned.
• Skill in following procedures and effectively communicating verbally and in writing.
• Skill in establishing and maintaining effective working relationships with co-workers.
• Knowledge of evidence and chain of custody procedures including handling and storage of evidence and related items.
• Skill in enforcing evidence and chain of custody procedures, maintaining confidentiality and using discretionary decisions making techniques.

ENVIRONMENTAL FACTORS & CONDITIONS/PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is performed in an office environment with constant interruptions and changing priorities.
• Subject to regular standing, walking, sitting, bending, reaching, and occasional lifting of up to 50 pounds.
• May be subjected to blood, bodily fluids, firearms and other hazardous materials.