Administrative Assistant for Patrol Services
City of Allen, TX - Allen, TX

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Under the direction of the Deputy Chief of Police, this position provides support to the Patrol Services Division of the Allen Police Department in the areas of telephone coverage, routine correspondence, calendar management, travel arrangements, expense report preparation, meeting organization and event planning. Other duties may include maintaining records and databases and interfacing with other City employees and citizens.

Essential Functions:

The information listed below is intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of this position.
  • Provides support through the scheduling of appointments and the handling of correspondence to include writing memos and letters, as well as managing the flow of information for the division.
  • Provides customer service by greeting and assisting customers, answering incoming calls, routing calls to the correct office or individual, distributing messages within the office, and answering questions from citizens, employees and the general public. May assist customers with complaints and making calls for the division when necessary.
  • Provides numerous administrative services to include scheduling appointments, typing, proofreading and preparing reports, maintaining department inventories including ordering and supplies.
  • Assists with meeting coordination through the preparation, assembly and delivery of meeting packets, coordinating and scheduling meetings, assisting in preparing presentations and presentation materials and typing agendas and minutes.
  • Maintains records and databases by updating and maintaining files and records, obtaining and entering information into databases, compiling and preparing information for reports and researching for information in files and databases. May serve as the Records Liaison Officer for the division.
  • Utilizes computer programs and software to generate reports and to enter time sheets and/or leave requests.
  • May provide assistance to other department personnel and assist with special projects as requested.

Job Requirements:

Formal Education
Work requires knowledge necessary to understand basic operational, technical, or office processes. Level of knowledge equivalent to four years of high school or equivalency.

Over one year up to and including two years of relevant experience. Work history that includes providing administrative support to a mid-level manager is preferred. Prior experience working in a law enforcement or legal environment is highly preferred. Candidates with experience handling and maintaining highly confidential information are desired.

Certification and Other Requirements
Valid Texas Class C Drivers License.

Desired Skills & Abilities
Interested individuals should be detailed oriented, dependable, and possess excellent organizational, communication, and interpersonal skills while maintaining the confidentiality of the office. The selected candidate should have a proven ability to work effectively in a multi-tasked team environment and have the ability to establish and maintain effective working relationships. Candidates must be proficient in MS Office Suite applications.

Supplemental Information:

Allen Police Department Hiring Process
Due to the confidential nature of this position and its location in the Police Department, an extensive background investigation will be conducted on applicants being considered for this opportunity.

Applicants who are selected to advance in the application process will be required to complete a Personal History Statement that will be mailed to the applicant's home address. Completed questionnaires will need to be submitted on or before the indicated deadline in order for the applicant to be considered further in the application process.

Preliminary Interview
Once the candidate's application, skills test scores, and questionnaire are received and reviewed by the Police Department, you may be contacted by an Investigator to schedule a time for you to come in for a preliminary interview. The Investigator will review the completed preliminary questionnaire and may ask you questions regarding your responses.

Skills Tests/Assessment
Applicants who are selected to advance in the application process will be scheduled for skills assessment testing. Applicants will be tested on their knowledge of basic math, typing skills, proofreading abilities and knowledge of MS Office applications.

Background Investigation
An extensive check of criminal, driving, employment records, education, and credit references will be conducted as well as verification of character references. The initial background investigation will commence upon successful completion of the preliminary interview.

Oral Board
Upon successful completion of the background investigation, qualified applicants will then be notified of their interview date with the Oral Board (Administrative Staff).

At the Oral Board, applicants will be interviewed in the areas of their general background, current and past employment and criminal history. The applicant is also given situational reasoning scenarios and evaluated on those responses. During this interview, the applicant is evaluated in the areas of dependability, reaction to pressure and situational reasoning ability, along with interpersonal and oral communication skills.

Polygraph Examination
The individual who is selected by the Oral Board will be required to successfully pass a polygraph examination. The department's polygraph examiner is licensed by the state and conducts the examinations within the state guidelines. The results of the examinations will be regularly monitored by the department to ensure that polygraph procedures are fair, impartial and that all applicants are given adequate opportunity to resolve areas of deception through every reasonable means. The ultimate decision to employ remains with the Chief of Police.

Drug Screen
The final step of the application process will result in the selected applicant being asked to complete a pre-employment drug test. A pre-employment drug screen will be conducted on all employees prior to employment. Successful completion of the pre-employment drug test will complete the application process. The selected candidate will be notified by the Allen Police Department that they have successfully met all requirements of the application process.

Intermediate - Ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.

Basic - Ability to perform the four basic arithmetic operations. Ordinarily, such education is obtained in elementary school up to high school. However, it may be obtained from experience and self-study.

Intermediate - Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.

Receives directions: The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results with some discretion when making selections among a few, easily identifiable choices. Assignment is reviewed upon completion.

Supervisory / Organizational Control
No responsibility for the direction or supervision of others.

Work involves choices of action within limits set by standard practices and procedures. Professional judgment is required to apply the proper course of action.

Interpersonal / Human Relations Skills
Discussion Frequent: From 21% to 50% of work time.