Police Administrative Coordinator

Gfoat; Longview (TX); On-site; USD 46,000 - 70,000; Full time

Job summary

Gfoat in Longview, TX seeks an experienced Administrative and Program Coordinator to support the Police Department with high‑level executive assistance, procurement, and grant administration. The role requires strong calendar management, meeting coordination, and compliance with applicable laws and policies.

The successful candidate will manage fiscal records, contracts, and special event logistics while coordinating with the Chief of Police and Command Staff to ensure efficient operations and

Qualifications

• High School Diploma or equivalent and three years of executive-level secretarial support.
• Associate’s Degree in Business Administration or related field is desirable.
• Experience with procurement, grant administration, contracts, and regulatory compliance.

Responsibilities

• Provide high-level administrative support to the Chief of Police and Command Staff by managing calendars, coordinating meetings, and preparing correspondence.
• Oversee personnel orders, litigation documents, and assist with public information requests.
• Coordinate the Giants of Law Enforcement banquet and related event logistics.
• Prepare plaques, certificates, and recognition materials for awards.
• Coordinate with Finance on accounts, vendors, POs, and financial reconciliation.
• Process purchase orders, invoices, reimbursements, and officer reimbursement programs.
• Receive, document, and deposit departmental revenues.
• Administer asset forfeiture funds and grant programs per regulations.
• Maintain and archive contracts, leases, and interlocal agreements.
• Coordinate overtime reimbursements for federal task force partnerships.

Skills

Calendar management

Executive support

Meeting coordination

Procurement

Grant administration

Financial recordkeeping

Contracts management

Public records requests

Education

High School Diploma or equivalent

Associate’s Degree in Business Administration or related field

Job description

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.

Examples of Duties

• 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.