General Statement of Duties and Responsibilities:

Assists the Chief of Police administratively as well as performing clerical support, bookkeeping, grant requirements, and public records requests.

Detailed Statement of Duties and Responsibilities:

Assists the Chief of Police with administrative and non-criminal matters and performs confidential administrative support for the office. Manages and performs all bookkeeping functions for the University Police Department, including preparing financial transactions and monitoring account balances including purchasing card program. Coordinates employee training registrations, travel arrangements, and related administrative documentation. Coordinates and disseminates information throughout the department to sworn officers and civilian personnel. Records and maintains official minutes for Emergency Management Team meetings, Emergency Management subcommittee meetings, and other University committees operating under the University Police Department. Provides administrative command support during Emergency Operations Center (EOC) activations, critical campus incidents, and emergency management exercises by maintaining operational logs, tracking resources and documenting incident activities in real time. Process payroll for all student staff and civilian personnel. Participates in the recruitment and hiring process for benefited employees, including coordinating candidate communications and completing required employment documentation. Assists with public records requests. Assists in the development, design, and distribution of informational brochures, pamphlets, and other department communications. Maintains departmental records, reports, correspondence, and other required documentation. Oversees office supply inventories and coordinates the maintenance, repair, and replacement of office equipment. Assists with the management of the university fleet. Assists with the department's annual reporting requirements i.e. Security and Fire Safety Report (ASR / Clery Report) Prepares reports and extracts data using Banner and other University information systems. Maintains strict confidentiality while handling sensitive executive communications, personnel matters, labor relations information, legal strategy, and other confidential University records. Perform other duties as assigned within the job specification for the Administrative Assistant series. This AFSCME union position is part of the Commonwealth Human Resources Division Classification Specifications. Click this link or follow the URL https://www.mass.edu/forfacstaff/classificationspecs/ for a full description of the classification specifications. Duties and Responsibilities common to all Administrative Assistant II positions: Provides comprehensive administrative support to assigned staff by managing calendars, drafting and editing correspondence, organizing and maintaining files and records, and monitoring departmental processes to ensure efficient workflow and communication Confers with internal staff and institutional personnel to exchange information, coordinate efforts, and gather details concerning programs, services, and operations. Prepares and disseminates communications through email and other electronic systems to share information regarding university activities, resources, and announcements. Assists in the planning and coordination of department sponsored events or meetings, including responding to inquiries, scheduling spaces, preparing materials, ordering supplies or refreshments, and arranging logistical details. Serves as a first point of contact by greeting visitors, answering phones, and assisting students and others with general inquiries or referrals. Maintains office systems and databases, ensuring organization, accuracy, and adherence to confidentiality and data management standards. Monitors and orders office supplies and materials, initiates purchase requests and ensures compliance with procurement policies. Assists in tracking departmental budgets and expenditures, compiling financial data, processing invoices and purchase orders, and preparing standard reports for review by supervisors or fiscal staff. Demonstrates professionalism, organization, and the ability to manage multiple priorities in a fast-paced setting while supporting a positive environment. Supervises and trains student workers by assigning tasks, providing clear instructions and guidance, monitoring performance, and offering ongoing support and feedback. Ensures student workers adhere to safety protocols, maintain professionalism, and contribute effectively to daily operations as well as fostering a positive learning environment to enhance student development Qualifications Required at

Hire:

High School Diploma required, Associate's Degree or higher preferred with minimum of five years of full-time experience in an office environment or equivalent part-time experience in an office environment or any equivalent combination of experience and education. Must be highly organized, have good attention to detail and be able to respond to multiple demands efficiently. Strong written and oral English language ability. Proficiency with word processing, e-mail and database software. Extensive knowledge of clerical office practices and procedures including accurate record keeping, bookkeeping, filing, correspondence control and use of office equipment. Software proficiency and ability to type 35 wpm a plus. Ability to establish and maintain harmonious working relationships with staff, faculty, students as well as the general public. Ability to maintain complex records and prepare periodic reports from this data. Must be able to satisfactorily pass a check conducted by the Criminal History Systems Board (CORI) as well as a completed background check satisfactory to the university. Ability to perform above duties with or without reasonable accommodations. Qualifications Acquired on Job (List of knowledge, skills, and abilities): Police terminology Budgeting Banner knowledge This position qualifies as a Campus Security Authority (CSA) and is designated as such, effective September 2024. A CSA is a person designated to report crimes that occur on campus to the University Police Department. CSAs are designated under the Clery Act and must complete annual training on reporting crimes, victim relations and support, and related University policies.