Police Administration Coordinator

Town-of-Barnstabl; Hyannis (MA); On-site; USD 70,000 - 95,000; Full time

Job summary

Town of Barnstable is seeking an Office Manager for Police Administration to support the Chief of Police and staff with executive-level administrative and financial functions.

This senior role handles accounts payable, procurement, records, and coordination with other town departments, while ensuring confidentiality and compliance.

Requires a Bachelor’s in business, 7+ years experience, CJIS and Notary cert; proficient with MUNIS and MS Office.

Qualifications

• Bachelor’s degree in business administration or related field.
• 7+ years in executive assistant or administrative role in police/municipal setting.
• Massachusetts Notary Public certification or ability to obtain within 120 days.
• CJIS certification and MA Class D license.
• Pass police background check.
• Strong knowledge of bookkeeping, payroll, budget; procurement rules.
• Proficiency with Microsoft Word, Excel, Access; experience with MUNIS.
• Ability to maintain confidential records and complex filing systems.

Responsibilities

• Serve as primary administrative assistant to the Chief of Police and Police Administration.
• Manage daily clerical, financial and administrative functions, including accounts payable.
• Oversee inventory, purchasing and supplier relations for department supplies.
• Prepare correspondence, perform data research and compile information.
• Maintain confidential personnel, health and background files.
• Coordinate communications with the public and other town departments.

Skills

Executive support

Accounts payable

Budget & payroll

MS Office

Education

Bachelor's degree in business administration

Tools

MUNIS

Procurement software

Job description

Career Opportunities with Town of Barnstable

A great place to work.

Careers At Town of Barnstable

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The Police Department is a 7/24/365 operation which requires the management of certain daily operational needs to ensure efficient and effective delivery of public safety to the Town of Barnstable. The Office Manager/Police Administration performs skilled administrative, technical and research work in support of the Chief of Police and Police Administration. Serves as the primary administrative assistant for the Chief of Police and all staff members of Police Administration. Performs a myriad of detail-oriented administrative functions. Skilled clerical and administrative work in assisting the staff of Police Administration by managing the daily clerical, financial and administrative functional needs including accounts payable for large accounts and specialized purchases such as clothing allowance purchase, vehicle purchases, educational incentives and training of the department including. Also responsible for the inventory and ordering of all supplies and services used by both civilian and sworn personnel. Writes correspondence, performs data research and the compilation of information, handles and screens phone calls. Requires tact in communicating with members of the public and well as other town employees or departments. Maintains personnel files, health files and background files requiring a high level of confidentiality. Controls and facilitates access to the Chief and Administration Staff.

Minimum Qualifications:

Bachelor’s Degree in business administration or related field. More than seven years experience in a responsible executive assistant or administrativeposition; or any equivalent combination of education and experience. Knowledge of police operations and administration. Certification as a Massachusetts Notary Public required, or must be able to obtain state certification within 120 days of hire. Must be able to pass a police background check. Courses in Criminal Justice that would facilitate research capability required of the job.

Possession of a Massachusetts Class D motor vehicle operator’s license required. Must be Criminal Justice Information Systems (CJIS) certified.

Additional Qualifications:

Ability to establish and maintain a complex record and filing systems. Ability to use judgement and initiative to prioritize tasks, respond to inquiries, requests, complaints, solve problems and meet deadlines. Thorough knowledge of the basic principles of administrative and clerical procedures. Working knowledge of police departmental operations and functions. Strong knowledge of bookkeeping, payroll, budget and specialized software programs (MUNIS) including required trainings for updates that would affect Accounts Payable and Payroll and current police software . Working knowledge of MA Procurement Laws relative to Chapter 30(b). Com-Pass and Procurement training is essential to this position.

Ability to maintain detailed and confidential records and to prepare reports from the same. Ability to write correspondence and basic reports. Ability to develop constructive working relationships and communicate appropriately and effectively with all employees, officials and the general public. Ability to screen telephone calls and to manage phone callers effectively. Ability to use tact to control office access to the Police Chief via telephone and unannounced visitors.

Must be able to demonstrate a level of proficiency in the use of Microsoft software including Word, Access and Excel. Proficiency and demonstrated knowledge of automated accounting systems and MUNIS. Strong troubleshooting and problem-solving skills. Good written and verbal communication skills.