Administrative Coordinator

Job DescriptionPosition Title: Administrative CoordinatorDepartment: Eastern Regional Mon Valley Police DepartmentReports To: Chief of PoliceFLSA Status: Non-Exempt Position SummaryThe Administrative Coordinator is responsible for providing high-level administrative and operational support to the Eastern Regional Mon Valley Police Department. This position ensures the accuracy, efficiency, and compliance of departmental functions, including personnel administration, records management, financial processing, technology systems, and interagency communications. The role serves as a primary point of contact for staff, outside agencies, and the public on administrative matters, while always maintaining confidentiality and professionalism.Essential Duties & Responsibilities Personnel & Human Resources·         Serve as the primary administrator for employee onboarding and offboarding, including payroll system setup and orientation.·         Assist the Chief of Police with employee timecards and payroll-related inquiries.·         Maintain all personnel files and ensure compliance with employment regulations.·         Coordinate pre-employment processes and required testing (physical, vision, psychological, and drug screenings).·         Maintain officer training records and certifications (e.g., CPR, MPOETC).·         Register and manage employee access for CJIS, JNET, and NCIC systems. Records & Compliance·         Act as Agency Open Records Officer, processing all Right-to-Know requests in compliance with law.·         Maintain NCIC and JNET records, including weekly validations and documentation per FBI requirements.·         Prepare and submit Uniform Crime Reports (UCRs), resolving discrepancies and errors.·         Oversee departmental case files, police reports, PFAs, arrest warrants, and crash reports. Financial Administration·         Process invoices, purchase orders, bills, and expense reports in QuickBooks.·         Reconcile deposits, credit card statements, and assist with budget monitoring.·         Manage vendor relationships, contracts, and departmental subscriptions.·         Track payments for report requests and other fee-based services. Operational Support·         Maintain officer court schedule.·         Support officers with case preparation.·         Manage fleet maintenance scheduling.·         Oversee general upkeep and organization of common work areas.·         Serve as Property and Evidence Custodian Communications & Community Engagement·         Draft and distribute professional correspondence, memoranda, and reports.·         Assist with management of departmental social media accounts.·         Serve as a liaison with outside agencies.·         Represent the department at staff meetings and community events as directed.Required Knowledge, Skills, & Abilities·         Strong organizational skills with the ability to prioritize multiple tasks.·         Knowledge of law enforcement administrative procedures, public records law, and compliance standards (preferred).·         Proficiency in Microsoft Office Suite, Google Workspace, and QuickBooks.·         Familiarity with law enforcement systems (CJIS, JNET, NCIC, RMS, CAD, Axon).·         Excellent written and verbal communication skills.·         Ability to maintain confidentiality and handle sensitive information with discretion.·         Strong interpersonal skills for working with officers, staff, public officials, and the community.Education & Experience·         High School Diploma or GED required.·         Associate’s degree in Criminal Justice, Public Administration, or related field preferred.·         Minimum of 3 years administrative experience; law enforcement or government setting strongly preferred.·         Equivalent combination of education and experience may be considered.Working Conditions·         Standard office environment with frequent interaction with the public, law enforcement personnel, and outside agencies.·         Occasional evening or weekend work to support departmental needs, meetings, or community events.·         May involve exposure to sensitive or graphic case information.Physical Requirements·         Prolonged periods of sitting at a desk and working on a computer.·         Ability to lift up to 25 pounds occasionally (files, records, supplies).·         Regular communication in person, by phone, and electronically.DisclaimerThis job description is intended to describe the general nature and level of work performed by the individual assigned to this position. It is not an exhaustive list of all responsibilities, duties, or skills required. The Eastern Regional Mon Valley Police Department reserves the right to modify or change duties and responsibilities as needed to meet the goals of the department. To apply, please visit ermvpd.org under the ‘About Us’ tab.