Police Administrative Coordinator

City-of-Longvie; Longview (TX); On-site; USD 52,000 - 68,000; Full time

Job summary

City of Longvie's Police Department seeks an experienced executive assistant to provide high‑level administrative and program coordination support to the Chief of Police and Command Staff. You will manage calendars, arrange meetings, prepare correspondence, and assist with complex documentation.

The role includes overseeing procurement and financial recordkeeping, grant administration, contracts, and compliance with laws and regulations.

Qualifications

• High School Diploma or equivalent, and three years of experience providing executive-level secretarial support.
• Associate’s Degree in Business Administration or related field is desirable.

Responsibilities

• Provide high-level administrative support to the Chief of Police and Command Staff by managing calendars and coordinating meetings.
• Oversee personnel orders, litigation documents, and assist with public information requests where allowed by law.
• Coordinate the Giants of Law Enforcement banquet and related event logistics and funding administration.
• Prepare recognition materials and coordinate procurement, vendor communications, and payment routing.
• Maintain contracts, leases, and other legal/administrative records in an organized archive.

Skills

Calendar management

Meeting coordination

Financial recordkeeping

Procurement

Grant administration

Contract administration

Public information requests

Event planning

Vendor communications

Revenue processing

Education

High School Diploma

Associate’s Degree in Business Administration

Job description

Performs advanced administrative and program coordination work in support of Police Department operations. Coordinates procurement, financial recordkeeping, grant administration, contracts, and other administrative functions while providing high‑level administrative support to the Chief of Police and Command Staff and ensuring compliance with applicable laws, regulations, policies, and procedures.

• Provide high‑level administrative support to the Chief of Police and Command Staff by managing calendars, coordinating meetings, answering telephone calls, preparing correspondence, and assisting with City Council resolution documents.
• Oversee and process departmental personnel orders, maintain pending litigation documentation, and provide limited assistance with public information requests in accordance with applicable laws.
• Coordinate the annual Giants of Law Enforcement banquet by assisting with event planning, logistics, and funding administration.
• Prepare plaques, certificates, and other recognition materials for special awards, annual awards, tenure awards, and other departmental recognition programs.
• Coordinate daily with the Finance Department regarding accounts, vendors, purchase orders, requisitions, and financial reconciliation.
• Coordinate procurement activities by processing purchase orders, managing vendor communications, routing invoices for payment, and administering officer reimbursement programs.
• Receive, document, and deposit departmental revenues, including checks, cash, subpoena reimbursements, academy training fees, and other departmental payments.
• Process check requests, confidential informant funds, and buy money for special investigations, and maintain documentation for restitution and court‑ordered judgment payments.
• Administer Federal and State asset forfeiture funds by managing revenues, expenditures, reconciliations, and annual reporting in compliance with applicable state and federal regulations.
• Administer federal, state, and local grant programs by coordinating purchasing documentation, monitoring expenditures, reconciling grant funds, and preparing required reports.
• Manage received funds, expenses, and mandatory annual paperwork for the Law Enforcement Officer Standards and Education (LEOSE) program through the Texas Comptroller's Office.
• Maintain and archive contracts, leases, memorandums of understanding, interlocal agreements, lawsuits, and other legal and administrative records.
• Manage annual jail and detention contracts, including associated payments and documentation.
• Coordinate overtime reimbursement and supporting documentation for federal task force partnerships.
• Oversee documentation for the Officer Weapon Program and process applications, registrations, transfers, and licensing paperwork for department firearms purchases.
• Coordinate logistics for departmental community outreach programs, including the Citizens Police Academy, Teen Police Academy, Business Police Academy, Women's Safety seminars, and other public engagement events.
• Performs other related duties as assigned or required.

Education and Experience

High School Diploma or equivalent, and three years of experience providing executive‑level secretarial support; OR an equivalent combination of education and experience. Associate’s Degree in Business Administration or related field is desirable.

Required Licenses or Certifications

• Must possess a valid Texas Driver’s License.

Physical Demands

• Work is performed in a standard office environment.
• Subject to sitting for extended periods of time, standing, walking, bending, reaching, and lifting of objects up to 20 pounds.