Muncie Police Department - Administrative Coordinator

Administrative Coordinator
DEPARTMENT: Police Department
REPORTS TO (TITLE): Deputy Chiefs
PAY RATE: UP TO $20.04 PER HOUR
PRIMARY JOB FUNCTION:

Serves as Administrative Coordinator to the Chief of Police, Deputy Chiefs, and the Muncie Police Department. Performs administrative and operational support functions, including handling sensitive personnel, financial, and operational information requiring a high level of discretion and confidentiality.

ESSENTIAL JOB FUNCTIONS:
Provides front office coordination, including answering phones, greeting visitors, responding to inquiries, and directing individuals to appropriate personnel or agencies. Exercises judgment in handling inquiries involving both civil and criminal matters.

Prepares and processes correspondence, memoranda, reports, personnel documentation, and other departmental records. Maintains accurate filing systems, including records containing sensitive and confidential information.

Maintains and updates personnel and departmental files, including records related to employee status, scheduling, and administrative actions, as directed by command staff.
Processes purchase requisitions within the City’s financial system, applies account codes in accordance with established procedures, and coordinates invoice distribution and vendor setup requests.

Maintains petty cash and processes departmental deposits, including checks and cash, in accordance with City policy and Controller’s Office procedures.

Coordinates departmental participation in random drug testing programs by receiving selections, preparing required documentation, and ensuring timely and confidential processing in accordance with applicable protocols.

Maintains departmental rosters, contact lists, and internal records, including those containing employee-related and operational information.

Coordinates scheduling and use of departmental facilities, including conference and roll call rooms.
Assists command staff with special projects, research, and administrative support functions, which may include preparation of internal reports, tracking assignments, and compiling information for decision-making purposes.

Maintains office supply inventory and coordinates ordering and distribution.

Coordinates service and maintenance of office equipment and works with vendors as needed.
Ensures proper handling, retention, and destruction of sensitive and confidential records in accordance with established procedures.

Maintains parking assignments and distributes internal departmental communications and materials.

Obtains and maintains Notary Public certification and performs notarial duties as needed.
Performs other related duties as assigned, if required.

Work is performed primarily in an office setting with minimal exposure to adverse conditions.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

KNOWLEDGE, SKILLS, AND ABILITIES:

Working knowledge of police department operations and administrative procedures.

Ability to maintain strict confidentiality and appropriately handle sensitive personnel, operational, and financial information.

Ability to organize, maintain, and manage detailed records and files.

Proficiency in standard office equipment and software applications.

Strong written and verbal communication skills with the ability to interact professionally with employees, officials, and the public.

Ability to exercise sound judgment and discretion in a variety of situations.

EDUCATION AND EXPERIENCE:

Associate’s Degree in office management or a related field preferred.

Proficiency in Microsoft Office applications, including Word and Excel.

Must successfully complete a pre-employment background investigation and drug screen in accordance with City policy.
Must demonstrate knowledge of general office practices and strong interpersonal skills.

Must possess a valid driver’s license.

Must be at least 21 years of age.