Administrative Assistant

Position Summary 

The Police Department Administrative Assistant performs administrative, clerical, and support duties essential to the efficient operation of the Police Department. This position provides direct support to command staff and sworn personnel by maintaining records, preparing documents, managing communications, and assisting with daily administrative functions of the department. 

The Administrative Assistant interacts regularly with the public, employees, and outside agencies, and is responsible for handling sensitive and confidential information with professionalism and discretion. This position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced law enforcement environment. This description is not intended to be all-inclusive, and additional duties may be assigned to meet departmental and operational needs. 

Essential Duties and Responsibilities 

Essential and other important duties may include, but are not limited to, the following: 

• Provides administrative and clerical support to the Police Department, including command staff, sworn personnel, and investigative units. 

• Provides accurate and appropriate information to the public, City staff, and department leadership in accordance with departmental policy. 

• Screens, manages, and responds to routine correspondence, emails, telephone calls, and visitors; routes inquiries as appropriate. 

• Schedules and manages calendars, meetings, travel arrangements, and appointments for department leadership and staff. 

• Prepares, composes, formats, distributes, and maintains correspondence, reports, spreadsheets, databases, and other departmental records. 

• Maintains filing systems, records retention, and document management in compliance with departmental policy, CJIS standards, and applicable laws. 

• Assists with records management related to police reports, citations, complaints, and other law enforcement documentation, as authorized by policy. 

• Tracks projects, correspondence, requests, and complaints assigned to department leadership. 

• Processes administrative paperwork related to personnel actions, payroll support, purchasing, timekeeping, and leave tracking. 

• Orders, maintains, and inventories office supplies and equipment; assists with purchase orders, invoices, and reconciliation as assigned. 

• Communicates and coordinates with other City departments and external agencies as necessary. 

• Conducts research projects, compiles data, and prepares reports or summaries as assigned. 

• Provides administrative support to detectives and investigative staff, including assistance with case file preparation, as permitted by policy. 

• May take statements from victims, witnesses, or suspects under the direction and supervision of sworn personnel, in accordance with departmental policy. 

• Maintains professionalism, discretion, and confidentiality when handling sensitive or restricted information. 

• Assists with special projects, audits, inspections, or reports as assigned. 

• Performs additional administrative duties as assigned by the Chief of Police or designee. 

Essential Personnel Designation 

This position may be designated as essential personnel. The employee may be required to remain on duty or report to duty during emergency or disaster situations, including hurricanes or other declared emergencies, as directed by the City. 

Conditions of Employment 

• Must possess and maintain a valid Texas driver’s license. 

• Successful completion of a criminal background check, pre-employment drug screening, and physical examination, as required by the City. 

• Must be able to maintain confidentiality and handle sensitive or restricted information in accordance with departmental policy and applicable law. 

• Must comply with all City and Police Department policies, procedures, and standards of conduct. 

• Must successfully complete and maintain any required training related to law enforcement operations, records management, CJIS compliance, or Texas Commission on Law Enforcement (TCOLE) standards, as applicable to civilian personnel. 

• Must possess or obtain any required certifications, endorsements, or training necessary to perform the duties of the position, as determined by the department. 

• Continued employment is contingent upon meeting job performance standards and City employment requirements. 

Required Education, Experience, Certifications & Skills 

• High school diploma or GED required; degree in criminal justice, public administration, or a related field preferred. 

• Prior administrative, clerical, or office support experience required; experience in a law enforcement or municipal government environment preferred. 

• Minimum of two (2) years of progressively responsible secretarial or administrative experience required; experience in a law enforcement or municipal government environment preferred. 

• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and standard office equipment required. 

• Ability to type at least 45 words per minute with minimal errors. 

• Must possess or obtain any required certifications, endorsements, or training necessary to perform the duties of the position, as determined by the department. 

• Ability to obtain and maintain a Texas Notary Public certification. 

• Strong organizational, communication, and customer service skills required. 

Disclaimer 

This job description is intended to describe the general nature and level of work performed by an employee assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. The City reserves the right to modify, add, or remove duties and responsibilities as operational needs require. 

At-Will Employment Statement 

Employment with the City of Cleveland is at will and may be terminated by either the employee or the City at any time, with or without cause or notice, in accordance with applicable law. Nothing in this job description or any City policy creates or is intended to create a contract of employment. 

Salary and Classification 

• Salary Range: $37,608 - $54,532 

• FLSA Status: Non-Exempt 

Hours of Work 

Hours may vary based on operational needs and may include rotating shifts, nights, weekends, holidays, and emergency call-outs. 

Position Status 

This position is open until filled. 

Equal Opportunity Employment 

The City of Cleveland is an Equal Opportunity Employer and does not discriminate in employment on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other status protected by applicable law. 

E-Verify Employer 

The City of Cleveland participates in the federal E-Verify program to confirm the employment eligibility of all newly hired employees.

Salary : $37,608 - $54,532