What are the responsibilities and job description for the Senior Administrative Assistant (Police) position at Village of Tinley Park?
The Village of Tinley Park is a vibrant, progressive community located in the fast-growing Interstate 80 corridor in southwest suburban Chicago. As the 14th-largest city in Metropolitan Chicago boasting a residential population of 56,000 residents and nearly 1,000 businesses, this exceptional community possesses everything from a fun and lively Downtown district to flourishing residential neighborhoods to thriving corporate, commercial and entertainment centers, all tied together under Tinley Park’s Life Amplified brand.
The Village of Tinley Park seeks highly qualified individuals to fill 2 new positions of Senior Administrative Assistant to support the daily operations of the Operations and Administrative Divisions within the Tinley Park Police Department under the direction of the Deputy Police Chief of the assigned division. The Tinley Park Police Department has more than 150 employees, including 91 full-time, sworn positions. The police department also is responsible for Crime Prevention, the Crime Free Rental Housing Program, National Night Out and the Citizen’s Police Academy. Learn more about the Tinley Park Police Department.
The Senior Administrative Assistant will serve as a liaison in the day-to-day operations between rank and file personnel using a moderate level of judgement and discretion in managing divisional office operations providing general office support including preparing correspondence, answering routine phone calls and communications directed to command staff, scheduling agency meetings, and managing the flow of office operations serving as the first point of contact with the public to provide general information in response to public inquiries. This role will also prepare, update, and manage departmental records, contracts, inter-agency agreements, Village Ordinances, and other documents while ensuring compliance with disposal of records pursuant to the local rules and regulations in conjunction with the Clerk’s Office and records retention schedule(s). Will coordinate updates to departmental policy documents and/or systems (ie. general orders, Lexipol policy updates, etc) and procedures as directed and prepare and distribute routine divisional reports, crime statistics, and officer activity reports. Will also be responsible for other specific administrative duties based on assignment in Operations or Administrative Division.
Additional responsibilities include performing purchasing and accounts payable tasks including coordinating purchasing function for police department expenditures, monitoring department account balances, and processing all invoices. In addition, will assists with departmental budget preparation including preparing reports, compiling data/contract details/other information, coordinating division reimbursement requests and other requests requiring funding (training, equipment, etc.) and verifying available funding. This role will also coordinate internal training including scheduling, preparing rosters, scheduling staff and updating training records. Will also maintain and update external training records related to police certifications/training (ie. ILETSBE, BAO, etc.), process all registration paperwork for external training classes/seminars for police, including making travel arrangements for police personnel, per diem calculations, and review reimbursement submissions to ensure compliance with fiscal policies and coordinates departmental approvals. Will also review timekeeping records for accuracy and completeness, coordinating any issues with supervisors and the Payroll and/or Human Resources Department. Serves as the liaison with the HR Department for all worker’s compensation claims and the Village Manger’s Office for liability insurance claims for police fleet accidents and property damage.A High School Diploma is required. An Associate’s degree in business administration or paralegal studies is preferred. Must have a minimum of five (5) years of progressively responsible administrative experience supporting senior command staff or executive management. Prior experience in a police department or law enforcement agency is highly preferred. (LEADS) with less than full access certified or must successfully complete within six months of hire.
The ideal candidate will be a seasoned administrative professional supporting public safety leadership. They will be familiar with law enforcement administrative functions, a self-starter and able to work independently with minimal supervision. They will exercise judgment in the application of prescribed procedures and methods of routine matters, remain organized and work well under pressure. They must be able to take appropriate action within clearly defined guidelines and establish effective working relationships. Must maintain a professional attitude, be able to deal tactfully and effectively with a variety of people in difficult circumstances and maintain the highest level of confidentiality in dealing with sensitive matters.
The Village of Tinley Park seeks highly qualified individuals to fill 2 new positions of Senior Administrative Assistant to support the daily operations of the Operations and Administrative Divisions within the Tinley Park Police Department under the direction of the Deputy Police Chief of the assigned division. The Tinley Park Police Department has more than 150 employees, including 91 full-time, sworn positions. The police department also is responsible for Crime Prevention, the Crime Free Rental Housing Program, National Night Out and the Citizen’s Police Academy. Learn more about the Tinley Park Police Department.
The Senior Administrative Assistant will serve as a liaison in the day-to-day operations between rank and file personnel using a moderate level of judgement and discretion in managing divisional office operations providing general office support including preparing correspondence, answering routine phone calls and communications directed to command staff, scheduling agency meetings, and managing the flow of office operations serving as the first point of contact with the public to provide general information in response to public inquiries. This role will also prepare, update, and manage departmental records, contracts, inter-agency agreements, Village Ordinances, and other documents while ensuring compliance with disposal of records pursuant to the local rules and regulations in conjunction with the Clerk’s Office and records retention schedule(s). Will coordinate updates to departmental policy documents and/or systems (ie. general orders, Lexipol policy updates, etc) and procedures as directed and prepare and distribute routine divisional reports, crime statistics, and officer activity reports. Will also be responsible for other specific administrative duties based on assignment in Operations or Administrative Division.
Additional responsibilities include performing purchasing and accounts payable tasks including coordinating purchasing function for police department expenditures, monitoring department account balances, and processing all invoices. In addition, will assists with departmental budget preparation including preparing reports, compiling data/contract details/other information, coordinating division reimbursement requests and other requests requiring funding (training, equipment, etc.) and verifying available funding. This role will also coordinate internal training including scheduling, preparing rosters, scheduling staff and updating training records. Will also maintain and update external training records related to police certifications/training (ie. ILETSBE, BAO, etc.), process all registration paperwork for external training classes/seminars for police, including making travel arrangements for police personnel, per diem calculations, and review reimbursement submissions to ensure compliance with fiscal policies and coordinates departmental approvals. Will also review timekeeping records for accuracy and completeness, coordinating any issues with supervisors and the Payroll and/or Human Resources Department. Serves as the liaison with the HR Department for all worker’s compensation claims and the Village Manger’s Office for liability insurance claims for police fleet accidents and property damage.A High School Diploma is required. An Associate’s degree in business administration or paralegal studies is preferred. Must have a minimum of five (5) years of progressively responsible administrative experience supporting senior command staff or executive management. Prior experience in a police department or law enforcement agency is highly preferred. (LEADS) with less than full access certified or must successfully complete within six months of hire.
The ideal candidate will be a seasoned administrative professional supporting public safety leadership. They will be familiar with law enforcement administrative functions, a self-starter and able to work independently with minimal supervision. They will exercise judgment in the application of prescribed procedures and methods of routine matters, remain organized and work well under pressure. They must be able to take appropriate action within clearly defined guidelines and establish effective working relationships. Must maintain a professional attitude, be able to deal tactfully and effectively with a variety of people in difficult circumstances and maintain the highest level of confidentiality in dealing with sensitive matters.