Administrative Assistant (Police)

Serve your community behind the scenes where it matters most—join the City of Avondale Police Department as an Administrative Assistant and play a vital role in supporting public safety operations. We will accept the first 150 applications or applications up to the closing date, whichever comes first. Under general supervision, performs a variety of secretarial, technical, organizational, and administrative activities to support staff and the functions of the Police Department. Manages calendars, schedules meetings and appointments, and prioritizes and resolves complex scheduling conflicts; coordinates meeting logistics and travel arrangements. Prepares agendas and presentation materials; records and transcribes meeting minutes and distributes related documents. Processes accounts payable, including purchase orders and invoices; supports supervisors by tracking payments, invoices, and purchase order balances. Assists with contract administration and procurement activities.

Maintains calendars and schedules meetings and appointments; prioritizes and resolves complex scheduling conflicts; coordinates meeting logistics and travel arrangements. Prepares agendas and presentation materials; records and transcribes meeting minutes and prepares summaries for distribution. Answers phones; greets customers and visitors; provides assistance and retrieves requested documents; offers information on programs, services, and procedures; directs callers or visitors to appropriate staff; and takes messages. Provides clerical support by preparing documents, maintaining files, ordering supplies, and sorting and distributing mail. Performs research and special projects; may also handle confidential information. Drafts correspondence and a variety of documents requiring knowledge of Police Department policies and procedures; prepares, edits, and processes memoranda, legal and technical documents, and other communications. Updates and maintains databases, files, and records within automated systems; enters and verifies data; researches and retrieves information; incorporates data into records and documents; prepares statistical reports and summaries; and generates system-based reports. Assists department management with budget-related activities; gathers and reports data for budget development; monitors expenditures and fund balances; researches budget issues; and prepares budget reports as requested. Receives administrative forms, work orders, registrations, reservation requests, and other documents from staff; reviews and prepares them for processing. Prepares and processes administrative documents for the department, including purchasing documents, personnel forms, accounts payable records, invoices, travel expense reports, and inventory records; obtains required approvals; and submits documents to the appropriate department or manager. Maintains departmental and program reference materials, including vendor lists, code books, training manuals, standard operating procedures, and mailing lists. Performs other related duties as required. To view the full job description and learn more about the responsibilities and qualifications, please click to view the Class Specification here . High School Diploma or GED equivalency is required. Three (3) years of progressively responsible office administration, specialized administrative, or office support experience, including public contact. Excellent communication, organizational, customer service, computer, and grammar skills are required. Must possess a valid Arizona Operator's Driver's License. Must be able to successfully pass a comprehensive background check, polygraph, and psychological exam.