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NEOGOV · 2 days ago

Public Safety Administrative Coordinator - Bozeman Police Department

Public Safety Center, 901 N Rouse Ave

Full-time

Onsite

Mid Level

$35.31/hr - $38.80/hr

3+ years exp

NEOGOV is seeking a Public Safety Administrative Coordinator for the Bozeman Police Department. This role involves providing high-level administrative support to the Police Chief and acting as a liaison between the department, City staff, and the public, while managing various operational tasks to ensure effective communication and departmental efficiency.

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Responsibilities

Serves as primary administrative liaison between Chief, and designees, and City staff, business and community organizations, and the public and promotes positive inter-agency and community relations

Provides complex administrative support to the Chief, and designees, on sensitive and highly confidential matters

Independently drafts and responds to general correspondence, emails, voicemails, memoranda, departmental records requests, and reports pertaining to standard policies for internal and external stakeholders

Maintains detailed calendars for the Chief and/or assigned designees, arranging interviews, appointments, schedules, conferences, travel, and itineraries

Coordinates access to electronic systems for department members and related staff onboarding duties

Provides ongoing administrative support as the primary internal point of contact for departmental questions, troubleshooting, and day-to-day operational needs

Enters departmental invoices for payment through accounts payable and monitors department expenditures

Performs quality control to ensure the accuracy, timeliness, and completeness of agency records

Processes applications, permits, licenses, or other documents related to departmental operations as required

Confers with administrative staff from other agencies to gather and exchange information

Ensures confidential information is disseminated in accordance with State and Federal law, policies procedures, and guidelines

Assists in the development, review, and implementation of departmental policies, procedures, and standard operating guidelines

Coordinates and arranges appropriate access to Public Safety facilities for department employees, other City staff, and the public

Assists with organization and coordination of community outreach, public meetings, training events, and interagency collaboration

Assists in the maintenance of Public Safety webpages

Assists in the preparation of departmental budgets including data collection, analysis, and determination of annual budget needs

Prepares rooms for meetings, trainings, or other events, including set up, clean up, check-ins and general assistance

May prepare and distribute informational materials and advertisements

Establishes and maintains complete and timely records and files

May serve as a liaison between Chief, or designees, and Communications staff, assisting with scheduling of media interviews and public announcements as necessary

Orders, receives, and distributes supplies, forms, and related items

Provides needed information and demonstrations concerning how to perform certain work tasks to new employees

Keeps immediate supervisor and designated others accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems

Attends meetings, conferences, workshops, and training sessions and reviews publications and audio-visual materials to become and remain current on principles, practices, and new developments in assigned work areas

Responds to citizens’ questions and comments in a courteous and timely manner

Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities

Performs other duties consistent with the role and function of this classification

Qualification

Administrative supportRecords managementCustomer serviceBudget preparationOffice proceduresConflict resolutionProblem analysisCommunication skillsTeamworkConfidentiality

Required

Bachelor's Degree in Criminal Justice, Law Enforcement, Business Management, Public Relations, or closely related field

Considerable (3 or more years) of increasingly responsible administrative experience including records management and customer service

Must be able to obtain CJIN and NCIC certification within 180 days of employment

Must have valid Drivers' license (must have valid Montana Drivers' license within 60 days of employment)

Offers for employment are conditional upon satisfactory response to post conditional offer process

As a condition of continued employment, must possess and retain the ability to provide credible testimony in court

Thorough knowledge of modern office procedures, practices, methods, and equipment including computer equipment and applicable software programs

Thorough knowledge of modern filing systems and procedures

Thorough knowledge of modern bookkeeping principles, practices, and procedures

Thorough knowledge of effective research tools and methods, including the use of the Internet

Thorough knowledge of the principles and techniques used in dealing with the public and conflict resolution

Thorough knowledge of principles and practices of business letter writing, standard composition, and proper grammar

Thorough knowledge of principles and practices of fiscal, statistical, and administrative data collection and report preparation

Thorough knowledge of the practices used in minute taking and preparation

Some knowledge of principles and procedures of recordkeeping

Some knowledge of local government and its operating departments

Some knowledge of, or ability to quickly learn, the overall functions, duties, and responsibilities of the other City departments

Ability to quickly learn, interpret, and apply pertinent Federal, State, and local laws, codes, and regulations including administrative and departmental policies and procedures

Ability to understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities

Ability to respond to inquiries and requests for information from the public and City personnel regarding policies and procedures

Ability to establish and promote effective working relationships with assigned supervisors, City employees, business and community organizations, the news media, and the general public

Ability to effectively deal with difficult people in diplomatic and professional manner

Ability to handle confidential and administrative information with tact and discretion

Ability to perform responsible and difficult administrative work involving the use of independent judgment and personal initiative

Ability to analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals

Ability to independently and accurately prepare correspondence, memoranda, minutes of meetings, and notes within established timelines

Ability to prioritize work schedule and complete assignments with short notice

Exercises good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs

Establishes, maintains and fosters positive and harmonious working relationships with those contacted in the course of work

Ability to communicate effectively with others, both orally and in writing, using both technical and non-technical language

Ability to understand and follow oral and/or written policies, procedures, and instructions

Ability to prepare and present accurate and reliable reports containing findings and recommendations

Ability to operate modern office equipment including a personal computer using standard or customized software applications appropriate to assigned tasks

Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions

Demonstrates appropriate levels of initiative and independent judgment

Ability and willingness to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology

Demonstrates ingenuity and inventiveness in the performance of assigned tasks

Consistently performs assignments in accordance with the City's Core Values of Integrity, Leadership, Service and Teamwork