Senior Administrative Assistant

Austin Community College; Bismarck (ND); On-site; USD 35,000 - 50,000; Full time

Job summary

A local community college in North Dakota is seeking an administrative assistant to support the Chief of Police in managing executive and budgetary functions. The ideal candidate will coordinate special projects, handle payroll and budget management, and ensure accurate departmental operations. A background in specialized training or high school education along with relevant experience is required.

Qualifications

• Specialized training in related field or high school education.
• 1-3 years of experience to understand subordinate roles and resolve issues.

Responsibilities

• Assist the Chief of Police with daily duties and make independent decisions.
• Coordinate special projects and prepare reports for Command Staff.
• Manage personnel actions and ensure completion accuracy.

Job description

This position is responsible for assisting the Chief of Police in the executive, administrative and budgetary functions of the police department.

Examples of Duties

• Assists the Chief of Police with daily duties assigned and delegates duties to non-sworn staff. Make sound and independent decisions on behalf of the Chief of Police when necessary.
• Receives, directs, and problem solves incoming information from internal and external customers.
• Coordinates special projects and prepares reports as assigned.
• Researches, gathers data, and prepares reports, spreadsheets and charts for the command staff.
• Attend executive staff meetings: give advice and make recommendations. Takes meeting minutes and distributes to staff.
• Handles issues with contractors and vendors related to payment and deliveries.
• Schedules and facilitates internal employee and external customer meetings.
• Prepares reports, provides data and other materials for submission to the City Commission.
• Verifies, audits, edits and process weekly payroll records. Verifies accuracy of payroll, manages timecards by reconciling and creating finished product. Works with executive staff on discrepancies and inaccuracies of all employees.
• Assists in the development and management of the department’s budget and grants; performs related data entry; prepares related reports.
• Process purchase order requests from command staff; reviews for accuracy.
• Process accounts payable; receives and processes payments; manages reimbursement processes for federal, state and local governments.
• Processes credit card transactions and manages all authorized department credit card holders, ensuring all line items are coded accurately.
• Ensures that the budget database is up to date and accurate, alerting executives of budget issues and forecasting over-budget situations.
• Manages notary certifications for new and renewals for the department.
• Manages personnel actions for the department to ensure they are completed accurately and completely.
• Compiles yearly annual evaluation data for the department; makes charts and graphs for executive staff.
• Performs related duties.

Minimum Qualifications

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
• Experience sufficient to thoroughly understand the work of subordinate positions to be able to answer questions and resolve problems, usually associated with one to three years’ experience or service.