Police Administrative Assistant - PSU

City of Maypearl; Hutto, Northern (TX, KY); Hybrid; USD 34,000 - 52,000; Full time

Job summary

The Hutto Police Department seeks a Police Administrative Assistant to serve as the first point of contact for visitors, manage front desk operations, handle payments for permits, and support multiple divisions in daily tasks.

You will maintain and audit TCOLE records, assist with training scheduling, ensure regulatory compliance, and prepare documentation for audits and inspections while providing professional customer service to internal and external stakeholders.

Qualifications

• Knowledge of innovative technology methods used to disseminate information to staff and citizens.
• Skilled in typing, spelling, punctuation, grammar and verbal and clear communications with both internal and external contacts.
• Skilled in offering excellent customer service.
• Skilled in the use of Microsoft Office products.
• Ability to be critical and tactful in dealings with people.
• Ability to exemplify empathy when greeting visitors and victims.
• Ability to prioritize and organize workload.

Responsibilities

• Maintain, update, audit, and submit TCOLE records for officers, through the TCOLE portal in an accurate and timely manner.
• Process appointments, separations, license updates, and status changes; track training hours, continuing education, license renewals, proficiency certificates, and mandatory training deadlines.
• Ensure agency compliance with TCOLE rules, policies, statutory requirements, and TCOLE standards.
• Prepare, maintain, and submit documentation for audits, inspections, internal reviews, and regulatory reporting.
• Communicate with TCOLE representatives regarding discrepancies, compliance issues, and regulatory updates.
• Register personnel for TCOLE-approved training courses; assist with scheduling in-service and mandatory training; maintain training files and certificates; and verify instructor credentials and course approvals.
• Maintain confidential personnel, licensing, and training records in both physical and electronic formats, ensuring accuracy, completeness, confidentiality, and proper retention in accordance with record retention laws.
• Serve as a primary point of contact and information manager for officers, supervisors, training staff, and external stakeholders; respond to inquiries regarding licensing status, training requirements, and deadlines.
• Perform a wide range of administrative and clerical duties necessary to ensure efficient department operations, including planning and scheduling meetings and appointments, organizing and maintaining files, managing projects, conducting research, and disseminating information via phone, email, mail services, and web platforms.
• Assist all divisions within the department with administrative support, including on-site training preparation, citations, dissemination of court-ordered protective orders, weekly blotter preparation, inventory of forms, statistics tracking, and other duties to ensure uninterrupted workflow
• Prepare routine correspondence, reports, notifications, spreadsheets, logs, databases, presentations, and documents related to compliance, training, and departmental operations.
• Operate and utilize a variety of office equipment and technologies, including computers, printers, copiers, scanners, fax machines, video conferencing systems, telephone systems, desktop publishing software, and digital graphics tools.
• Maintain and review leased equipment, inventory office supplies, and retrieve data from various internal and external sources.
• Provide training and orientation for new staff; conduct internet-based research; operate, support, and troubleshoot office technologies.
• Assist command staff with administrative support, reporting, and policy updates related to TCOLE standards and departmental objectives.
• Prepares all hotel reservations, course tuition and travel for officer training.
• Perform other duties as assigned in support of departmental and City objectives.

Skills

Typing

Customer service

Verbal communication

Written communication

Attention to detail

Organizational skills

Empathy

Front desk operations

Discretion/confidentiality

Tools

Microsoft Office

Job description

Title: Police Administrative Assistant-PSU
Department: Police
Status: Full-Time
FLSA: Non-Exempt
_____________________________________________________________________________________________

POSITION OVERVIEW

The Police Administrative Assistant is the first point of contact for citizens visiting the Hutto Police Department. The person in this position will coordinate front-desk activities, distribute correspondence, accept payment for permits and other products, and direct and redirect incoming calls, assisting all divisions and units within the police department. This position will report to a Police Supervisor.

ESSENTIAL DUTIES

• Maintain, update, audit, and submit TCOLE records for officers, through the TCOLE portal in an accurate and timely manner.
• Process appointments, separations, license updates, and status changes; track training hours, continuing education, license renewals, proficiency certificates, and mandatory training deadlines.
• Ensure agency compliance with TCOLE rules, policies, statutory requirements, and TCOLE standards.
• Prepare, maintain, and submit documentation for audits, inspections, internal reviews, and regulatory reporting.
• Communicate with TCOLE representatives regarding discrepancies, compliance issues, and regulatory updates.
• Register personnel for TCOLE-approved training courses; assist with scheduling in-service and mandatory training; maintain training files and certificates; and verify instructor credentials and course approvals.
• Maintain confidential personnel, licensing, and training records in both physical and electronic formats, ensuring accuracy, completeness, confidentiality, and proper retention in accordance with record retention laws.
• Serve as a primary point of contact and information manager for officers, supervisors, training staff, and external stakeholders; respond to inquiries regarding licensing status, training requirements, and deadlines.
• Perform a wide range of administrative and clerical duties necessary to ensure efficient department operations, including planning and scheduling meetings and appointments, organizing and maintaining files, managing projects, conducting research, and disseminating information via phone, email, mail services, and web platforms.
• Assist all divisions within the department with administrative support, including on-site training preparation, citations, dissemination of court-ordered protective orders, weekly blotter preparation, inventory of forms, statistics tracking, and other duties to ensure uninterrupted workflow
• Prepare routine correspondence, reports, notifications, spreadsheets, logs, databases, presentations, and documents related to compliance, training, and departmental operations.
• Operate and utilize a variety of office equipment and technologies, including computers, printers, copiers, scanners, fax machines, video conferencing systems, telephone systems, desktop publishing software, and digital graphics tools.
• Maintain and review leased equipment, inventory office supplies, and retrieve data from various internal and external sources.
• Provide training and orientation for new staff; conduct internet-based research; operate, support, and troubleshoot office technologies.
• Assist command staff with administrative support, reporting, and policy updates related to TCOLE standards and departmental objectives.
• Prepares all hotel reservations, course tuition and travel for officer training.
• Perform other duties as assigned in support of departmental and City objectives.

KNOWLEDGE, SKILLS, ABILITY

Knowledge of innovative technology methods used to disseminate information to staff and citizens
Skilled in typing, spelling, punctuation, grammar and verbal and clear communications with both internal and external contacts.
Skilled in offering excellent customer service
Skilled in the use of Microsoft Office products
Ability to be critical and tactful in dealings with people
Ability to exemplify empathy when greeting visitors and victims
Ability to prioritize and organize workload