Administrative Assistant - Public Safety

This position provides administrative support for the Chief of Police to include typing, report preparation, appointment scheduling, filing and answering the telephone. Assists with maintaining all department forms and certificates. Assists with maintaining personnel paperwork and assists the Office of Professional Standards, as well as other various duties. Assists in supervising the scholarship and intern programs.

• Secretarial Duties
  • Types letters, memoranda, reports for the Chief of Police
  • Responsible for Command Staff, Group and Department meeting minutes headed by the Chief of Police. 

• Report Completion
  • Compiles and assembles various reports throughout the year as requested by the Chief of Police.
  • Establishes and maintains records and files pertaining to the Office of the Chief of Police.
  • Submits Police agenda items to the City for City Commission review.
• Receives visitors and answers and directs telephone calls for the Chief of Police. Maintains appointment calendar for the Chief of Police. Makes arrangements for meetings as directed.
• Maintains strong relationships with management, departments, elected officials, media representatives, peer agencies and members of the community in order to ensure that relative and timely issues are being addressed. 

• Writes, designs and produces print and digital publications and news releases to educate and inform stakeholders on Police and City programs, services, and performance.
• Helps assess the communication needs of the department including preparing speeches, preparation of staff for on-camera updates, and conducting radio interviews as directed by the Chief of Police. 
• Assists City staff and members of the public in media and community relations as directed by the Chief of Police.  
• Assists the Police Command Staff as directed.
• Secretary to the Public Safety Advisory Board.
• Compiles yearly billing information of False Alarms.
• Assists the Budget Analyst with maintaining the Police Employees’ Mutual Fund.
• Distributes department mail.
• Updates traffic and criminal ordinance books to comply with adopted City Ordinances
• Maintains and updates Kansas Peace Officer Association Membership of Department Employees and other professional associations.
• Maintains the contact list for department employees
• Creates computer forms and templates. Designs brochures for recruitment and for promotion of special events of the department.
• Assists with City wide auction.
• Assist with coordinating all training enrollment, travel and lodging accommodations for department personnel.
  • Prepare travel paperwork for department personnel.
  • Research and schedule travel arrangements for personnel traveling out of town.
  • Maintain shared folder for travel documents.
• If applicable, Spanish translation.
  • Internal and public documents
  • Documents directly involved with criminal cases.
  • Translation of calls or clients.
• Assist with organization of the Citizens’ and Student Academy.
• Directly manage interns who are accepted at the Garden City Police Department.
  • Supervise and organize schedules for interns
• Coordinates all gatherings, awards and gifts. 
  • Award ceremonies
  • Promotion ceremonies
  • Retirement/resignation ceremonies
  • Other Department gatherings
• All other duties as assigned.

 Knowledge, Skills and Abilities: Skill in modern office practices and equipment, to include extensive computer knowledge. Knowledge of department policies, procedures and concepts. Ability to understand verbal and written instructions. Ability to maintain the confidentiality of sensitive information. Ability to communicate with department and City employees, officials and the general public.

Education, Certification and Experience: High School diploma or GED. Business school or vocational secretarial training preferred. Computer skills are essential. Minimum of two years’ experience in a responsible secretarial position. Valid Driver’s License required. Must obtain a Kansas Driver’s License within 90 days of establishing residency.
 Environment: Work is primarily performed in an office setting within a police department. The position involves frequent interaction with sworn and civilian staff, the public, and outside agencies. Work may include exposure to confidential, sensitive, or law enforcement–related information and requires adherence to strict confidentiality standards. The employee may experience interruptions, deadlines, and periods of high workload. Occasional exposure to stressful situations or individuals may occur. Standard business hours are typical, with occasional overtime or schedule adjustments as required.

Equipment/Tools Used: Uses standard office equipment including personal computers, multi-line telephone systems, printers, copiers, scanners, and fax machines. Utilizes word processing, spreadsheet, database, and records management software, as well as department-specific law enforcement or records systems. May use scheduling software, document management systems, and other administrative or data-tracking tools necessary to support departmental operations.

Salary : $22 - $27