Executive Administrator – Police Department
NATURE OF WORK
Under broad supervision, the Executive Administrator provides high-level administrative and technical support for the Frederick Police Department. The Executive Administrator supervises the Police Records & Evidence Technician and the Police Secretary. This position works with considerable independence, and is responsible for overseeing, managing and directing the administrative functions and activities of the Police Department. Work includes supervising clerical staff, preparing correspondence and reports, arranging meetings, assisting with budget preparation, processing and tracking financial and other data, and providing excellent customer service. The Executive Administrator also supervises the department’s evidence, records and CCIC/NCIC use.
The Town of Frederick is an organization that is Built on What Matters. We seek to attract and retain the best team members to assist us in accomplishing the mission and vision of the Board of Trustees. We work to foster a culture of Family, Respect, Empowerment and Dedication (FRED), which encourages all team members to build upon their strengths and celebrate their successes through mutual support, collaboration and teamwork.
The duties listed herein are illustrative of the essential duties of the job and do not include other nonessential or peripheral duties that may be required or assigned.
- Oversees the management and maintenance of all Police department records, databases and files. Releases records as appropriate.
- Oversees the process of accepting, processing, logging, storing, retaining, retrieving and purging all records and evidence that come through the Police department. Ensures proper chain of custody standards are met, and appropriate procedures are followed at all times.
- Serves as the CCIC / NCIC coordinator for the Police department.
- Serves as an Essential Employee of the Town of Frederick and may be subject to working outside of regular business hours at times.
- Responsible for managing, directing and supervising the administrative functions and activities for the Frederick Police Department. Assists in the development and implementation of objectives, priorities and procedures, and provides recommendations to the Command staff for improvements in efficiency and effectiveness.
- Responsible for oversight and supervision of the Records & Evidence Technician and the Police Secretary positions. Provides regular feedback through daily communication and the annual review process. Makes recommendations for pay increases as appropriate.
- Ensures adequate staff coverage at the front desk of the Police department. May provide primary or backup front desk coverage.
- Provides oversight of customer service by support staff. Ensures timely, appropriate responses to internal and external customer inquiries, requests and complaints via phone, email, web, mail or in person.
- Performs complex administrative duties in support of the Police Chief and the Command staff. Maintains filing systems. Duties may include maintenance of department content on the Town’s website. May schedule appointments and maintain calendars for Command staff.
- Drafts, prepares, reviews and/or edits correspondence, reports, spreadsheets, memos and other documents. Tracks and inputs data into various database systems. Maintains department filing systems.
- Processes invoices, purchase orders and other accounts payable items. Oversees departmental purchasing, and monitors the budget throughout the year to ensure funds are available. Reviews and reconciles purchasing card statements.
- Ensures all requests for materials from investigators, attorneys and the public are properly executed.
- Oversees daily cash reconciliation and deposit preparation. Reconciles cash receipting reports as needed.
- Manages the Secure Document Data System (SDDS) for all employees, vendors, volunteers and contractors with building access.
- Performs other duties as assigned by the Chief of Police or the Command staff.
- May require limited travel and overnight stays to attend job specific trainings.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
- Ability to plan, organize, train and supervise staff members.
- Ability to exercise discretion and maintain strict confidentiality in all matters and at all times.
- Knowledge of police records keeping and release.
- Knowledge of police evidence processes.
- Knowledge and use of CCIC/NCIC systems.
- Exceptional attention to detail.
- Highly organized with the ability to multi-task, establish priorities and follow them through to completion.
- Ability to work independently and as part of a team. Self-motivated and able to work with very minimal supervision.
- Ability to generate creative ideas and continuously look for ways to improve.
- Strong relationship-building skills. Ability to establish and maintain effective working relationships.
- Ability to receive and respond to customer inquiries, requests and complaints with tact, discretion and diplomacy.
- Excellent written and verbal communication skills.
- High level of proficiency in the use of Microsoft Office products, including MS Word, Excel and Outlook.
EDUCATION, EXPERIENCE AND TRAINING
- 3 – 10 years of experience providing administrative support to a Police department is highly preferred. Law Enforcement Records and Evidence experience and training is also highly preferred.
- Associate’s degree in a related field is preferred. Will accept any equivalent combination of education and experience which provides the knowledge and abilities necessary to perform the essential functions of the position.
- Must be able to pass a comprehensive background check.
WORKING ENVIRONMENT / PHYSICAL REQUIREMENTS
The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk, see and hear, and to use hands to finger, handle, touch or feel. The employee is frequently required to stand, walk, sit, and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus. Most work is performed in a typical office setting. The noise level is usually moderate.
Salary Range $77,054 – $115,581
The Town of Frederick offers a competitive benefits package to all full-time employees, including medical, dental, vision and life insurance coverage, short-term and long-term disability coverage, optional supplemental life plans, a generous time off package, a full FPPA retirement pension plan for its sworn police officers, as well as a 401(a) and a matching 457(b) deferred compensation retirement plan for all non-police employees.
The Town pays 90% of the medical, dental and vision insurance premiums for employees and their dependents, and 100% of the disability and basic life insurance premiums for employees. The Town also provides other optional benefits through Aflac, LegalShield, and CollegeInvest.
The Town offers a choice of two different medical plans through the Cigna Health Care network: a high-deductible plan with a health savings account (HSA) attached, and a traditional co-pay plan with no HSA option. The Town contributes generously to employees’ HSA accounts: $200/month for individual plans, and $400/month for family plans.
The Town provides vacation leave to all permanent full-time employees. During the first four years of employment, employees earn 234 hours of vacation. Employees may accrue vacation from one year to the next, but may not accrue more than 500 hours. Employees also earn 6.67 hours of sick leave per month, with a maximum accrual possible of 500 hours.
The Town of Frederick provides the following paid holidays to all full-time employees:
- New Year’s Day
- Martin Luther King, Jr. Day
- President’s Day
- Memorial Day
- Independence Day
- Labor Day
- Veterans Day
- Thanksgiving Day
- Friday after Thanksgiving Day
- Christmas Eve
- Christmas Day
In addition to the holidays listed above, employees are given one (1) floating holiday to use on any day of their choice.
The Town of Frederick is an equal opportunity employer, and does not discriminate on the basis of age, race, color, ancestry, religion, creed, national origin, gender, physical or mental disability, sexual orientation, gender identity, or veteran status. The Town complies with the Civil Rights Act of 1964, related Executive Orders 11246 and 11375, Title IX of the Education Amendments Act of 1972, Sections 503 and 504 of the Rehabilitation Act of 1973, Section 402 of the Vietnam Era Veteran’s readjustment Act of 1974, the Age Discrimination in Employment Act of 1967, as amended, the Americans with Disabilities Act of 1990, the Civil Rights Act of 1991, and all civil rights laws of the State of Colorado. Accordingly, equal opportunity of employment shall be extended to all persons and the Town shall promote equal opportunity and treatment through fair and equitable hiring practices. The Town of Frederick Administration Building is located at 401 Locust Street, Frederick, CO 80530.