POLICE DEPARTMENT ADMINISTRATIVE ASSISTANT
The City of Fairfield is accepting applications for a full-time Police Department Administrative Assistant.
This position provides essential administrative, clerical, records, scheduling, and customer-service support for the Fairfield Police Department. The Administrative Assistant works closely with the Police Chief, command staff, police officers, city employees, courts, vendors, other public-safety agencies, and members of the public.
The successful candidate must be professional, organized, dependable, accurate, and able to maintain strict confidentiality. This position requires the ability to manage multiple responsibilities and frequent interruptions while working in a law-enforcement environment.
COMPENSATION AND BENEFITS
Pay: $19.00 - $21.00
Benefits: I.P.E.R.S. Retirement, health insurance, vision, dental, paid leave, holidays, sick time and a free membership to the city's rec center.
POSITION INFORMATION
Job Type: Full-time
Expected Hours: 40 hours per week
Normal Schedule: Monday through Friday, eight-hour shifts
Overtime Status: Non-exempt
Occasional overtime or work outside normal business hours may be required during major incidents, employment testing, department projects, or other operational needs.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Provides administrative and clerical support to the Police Chief, command staff, and other departmental personnel.
- Prepares and formats correspondence, memorandums, reports, meeting materials, subpoenas, warrants, and other departmental documents as assigned.
- Assists with preparing and maintaining departmental work schedules.
- Enters, retrieves, organizes, and maintains information within approved departmental records systems.
- Assists with forwarding authorized case-file and records information to state agencies, local agencies, courts, prosecutors, and other authorized recipients.
- Prepares and maintains departmental records and files.
- Proofreads police reports, citations, accident reports, Uniform Offense Reports, and other departmental documents for completeness and clerical accuracy.
- Processes authorized requests for accident reports, case reports, and other departmental records in accordance with applicable laws, policies, and procedures.
- Maintains departmental administrative, personnel, training, and other official files.
- Coordinates training-related paperwork, registrations, lodging arrangements, and required Iowa Law Enforcement Academy documentation.
- Collects and reviews departmental invoices for accuracy, prepares payment documentation, communicates with vendors when questions arise, and forwards approved information to accounts payable.
- Monitors and orders departmental office and operational supplies.
- Assists with department hiring and promotional processes, including accepting and organizing applications, scheduling testing, securing testing materials, preparing documents, and maintaining confidential employment records.
- Serves as a primary point of contact for the department by greeting visitors, answering telephone calls, receiving and processing mail, and directing questions to the appropriate personnel.
- Attends designated meetings when requested, records relevant information, and reports information to command staff.
- Performs other related duties as assigned.
MINIMUM QUALIFICATIONS
- High school diploma or equivalent.
- At least two years of administrative, clerical, office, customer-service, records, or closely related work experience.
- Proficiency with computers, email, word-processing software, spreadsheets, and standard office equipment.
- Ability to communicate professionally and effectively, both verbally and in writing.
- Ability to organize and maintain accurate records.
- Ability to manage multiple assignments and changing priorities.
- Ability to maintain strict confidentiality.
- Ability to pass a post-offer background investigation and drug screening.
- Ability to occasionally work outside normal business hours when necessary.
PREFERRED QUALIFICATIONS
- Administrative, clerical, or secretarial education or training.
- Previous experience in law enforcement, public safety, municipal government, the court system, a legal office, records management, or another confidential office environment.
- Experience with scheduling, invoices, personnel files, public records, training coordination, or records-management systems.
- Familiarity with law-enforcement operations and terminology.
- Current Iowa Notary Public commission.
Applicants who are not currently notaries must be eligible and willing to become an Iowa Notary Public after hire.
Access to state law-enforcement information systems will be dependent upon successful completion of required training, applicable background requirements, and state approval.
KNOWLEDGE, SKILLS, AND ABILITIES
- Knowledge of modern office practices, procedures, and equipment.
- Knowledge of business English, grammar, spelling, and basic arithmetic.
- Strong organizational and time-management skills.
- Strong attention to detail and commitment to accuracy.
- Proficiency in data entry, filing, document preparation, and records maintenance.
- Ability to learn applicable laws, administrative regulations, court requirements, local ordinances, departmental policies, and procedures.
- Ability to carry out continuing assignments involving the organization of materials and preparation of reports.
- Ability to communicate clearly and professionally, both verbally and in writing.
- Ability to work independently while following departmental policies and supervisory direction.
- Ability to establish and maintain effective working relationships with employees, public officials, courts, other public-safety agencies, vendors, and members of the public.
- Ability to exercise good judgment, tact, discretion, integrity, accuracy, and thoroughness.
- Ability to remain professional when interacting with individuals who may be upset, emotional, frustrated, or experiencing difficult circumstances.
CONFIDENTIALITY AND SENSITIVE INFORMATION
This position regularly handles confidential, restricted, and sensitive information. This information may include criminal-history information, active investigations, personnel matters, juvenile records, medical information, employment records, court documents, and other legally protected information.
The employee must maintain strict confidentiality and comply with all applicable laws, policies, and procedures regarding the access, use, storage, and release of departmental information. Unauthorized access or disclosure of confidential information is prohibited.
Because of the nature of police work, the employee may occasionally encounter reports, photographs, recordings, or other information involving disturbing, graphic, or emotionally difficult incidents.
WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS
Work is primarily performed in an office environment and involves extended periods of sitting, computer use, telephone communication, filing, and interaction with employees and members of the public.
The employee must be able to occasionally lift, carry, or move items weighing up to 25 pounds.
The position requires the ability to work accurately while managing telephone calls, visitors, deadlines, requests from department personnel, and other interruptions.
Standard office equipment used may include computers, keyboards, telephones, printers, copiers, scanners, calculators, and other electronic or office equipment.
BACKGROUND INVESTIGATION
Due to the sensitive nature of this position, the selected applicant must successfully complete a thorough background investigation and post-offer drug screening.
The background investigation may include a review of criminal history, employment history, education, references, driving history, financial responsibility where job-related, and other information relevant to the applicant’s suitability for employment in a law-enforcement environment.
GENERAL INFORMATION
This job description is intended to describe the general nature and level of work performed in this position. It is not intended to be an exhaustive list of all duties, responsibilities, requirements, or working conditions.
The City of Fairfield reserves the right to modify the duties of this position or assign other job-related responsibilities as operational needs change.
Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position.
Except where otherwise provided by applicable law, civil-service provisions, an employment contract, or a collective-bargaining agreement, employment with the City of Fairfield is considered at will.
Job Type: Full-time
Pay: $19.00 - $21.00 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Ability to Commute:
- Fairfield, IA 52556 (Required)
Work Location: In person
