Administrative Supervisor

City of Portland, Maine; Portland (ME); On-site; USD 41,975 - 48,670; Full time

Benefits offered by this job

Health insurance

13 paid holidays

Sick, vacation, and personal leave

Life, dental, vision and income protec

Pension plan

Fitness Reimbursement

Recreation facilities access

Discount on professional development

Job summary

The City of Portland, Maine, is seeking a Police Administrative Supervisor to manage the Information Desk and Records Division, ensuring accurate records, quality customer service, and compliance with laws and policies. You will supervise staff, coordinate training, manage schedules, and support the Police Legal Advisor.

The role involves handling FOAA requests, coordinating with the District Attorney, and maintaining tracking of state forfeiture cases.

Qualifications

• High school diploma or equivalent with paralegal coursework.
• Supervisory experience is required.
• Strong organizational, interpersonal, and communication abilities.
• Proficiency with Windows-based applications and Google Workspace.

Responsibilities

• Oversee daily operations of Information Desk and Records Division.
• Ensure high-quality customer service, accurate records, and compliant processes.
• Train, schedule, and evaluate staff; manage payroll and recruitment.
• Coordinate with Police Court Officer and support the Police Legal Advisor.
• Review FOAA requests and oversee records management and regulations.

Skills

Supervisory experience

Communication skills

Organizational skills

Interpersonal skills

Education

High school diploma with paralegal studies

Tools

Windows-based applications

Google Workspace

Job description

The City of Portland is seeking a Police Administrative Supervisor to oversee the daily operations of our Information Desk and Records Division. This position ensures the delivery of high-quality customer service, accurate records management, and compliance with departmental policies, procedures, and applicable laws. Responsibilities include supervising staff, coordinating training, managing schedules, evaluating performance, and recommending operational and policy improvements.

In addition to supervisory responsibilities, this position provides critical administrative and operational support to the Police Legal Advisor. The role handles direct communication with the District Attorney's Office by verifying criminal case statuses, coordinating information necessary for the lawful disposition of property and evidence, reviewing Freedom of Access Act (FOAA) and other records requests, and maintaining accurate tracking of state forfeiture cases. This role is essential in supporting the Police Department's efficient and accurate management of legal, records, and evidence functions.

Supervision Exercised

Supervises Police Administrative Assistants and Public Service Clerks

Essential Duties and Responsibilities

• Supervises the daily operations of the Information Desk and Records Division staff.
• Ensures quality customer service, accurate report intake, records processing, and financial transactions.
• Trains, schedules, and evaluates staff and reviews work for accuracy and compliance.
• Provides coaching, addresses performance issues, and verifies weekly payroll.
• Participates in employee recruitment, hiring, onboarding, and evaluations.
• Coordinates with the Police Court Officer to ensure court documentation is complete.
• Recommends improvements to records management and administrative procedures.
• Reviews records and FOAA requests and coordinates appropriate release, redaction, or denial under the direction of the Police Legal Advisor.
• Maintains records related to state forfeiture cases.
• Performs other related duties as assigned.

Qualifications

• High school diploma or equivalent supplemented by coursework, a certificate, or degree in paralegal studies, and progressively responsible administrative experience; or an equivalent combination of education and experience.
• Supervisory experience.
• Strong organizational, interpersonal, and communication skills.
• Ability to prepare reports, schedules, and standard operating procedures.
• Proficiency with Windows-based applications and Google Workspace.

Applications accepted until August 7th, 2026.

Offers of employment are contingent upon the completion of a satisfactory criminal background check.

Salary & Benefits:

This is a non-union position, Grade B25, with a starting pay range of $30.47 - $35.33 per hour, based on relevant years of experience.

For more information about compensation with the City of Portland, please refer to the City’s policies and pay plan.

The City of Portland prides itself on its outstanding benefits and collegial and mission-driven work environment. City benefits include:

• Free employee health insurance with the completion of wellness incentives
• Thirteen paid holidays
• Sick, vacation, and personal leave
• Life, dental, vision and income protection insurances
• Choice of retirement plans, including a pension plan
• Fitness Reimbursement
• Use of City recreation facilities
• Discount on professional development programs through USM and Thomas College

The City of Portland believes that to do our best work, our employees need to reflect the diverse, vibrant community we serve. We are an equal opportunity employer committed to celebrating all dimensions of diversity in the workplace. Applicants are considered without regard to race, color, religion, gender, gender identity, gender expression, sexual orientation, national origin, age, veteran status, disability, or any other applicable legally protected characteristics. If you need to request a reasonable accommodation, please call 207-874-8624 or email [e-mail].