JOB POSTING - Police Department Administrative Specialist


East Bridgewater Police Department

Administrative Specialist Job Posting

Full Time position                                                                 Salary Range $50,000.00-$57,000.00

Reports To: This position serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Police Department and the Office of the Police Chief for East Bridgewater, MA.  The Administrative Specialist reports directly to the East Bridgewater Chief of Police.  

Job Overview: The Administrative Specialist will be required to perform daily bookkeeping, clerical, and administrative duties within the Police Department.  This role provides complex, highly-visible administrative and supervisory support for the Police Chief. Performs all other work as required.

Qualifications: A bachelor’s degree is preferred; Seven to 10 years of progressive Administrative experience or related field. Experience working with upper-level management, experience working with the public and responding to customer service requests or any equivalent combination of education and experience. Must have experience in the development, implementation, and maintenance of the budget process. Notary Public preferred.

Salary and Benefits: This is a Non-Union full-time 40 hour per week position. The salary range for this position is $50,000.00-$57,000.00 annual based upon qualifications and experience.  A full benefits package, including health and dental insurance, is offered with this position through the town’s personnel by-laws.

Job Description, tasks and responsibilities:

The Administrative Specialist will perform a range of clerical and administrative tasks designed to ensure the smooth operation of police functions. The primary tasks include developing and implementing effective office procedures, responding to public inquiries, maintaining law enforcement records, and serving as a link between the chief of police and other East Bridgewater police officers and department employees.

The Administrative Specialist must be a detailed-oriented individual; Soft Rite experience is a plus. Basic knowledge of Massachusetts’s procurement procedures and regulations, FLSA, and the Massachusetts Public Records Law is preferred.

The Administrative Specialist must be organized with strong skills in solving office problems,  managing office records, identify and/or manage efficient filing systems for the department’s administrative and personnel records. The Specialist must have prioritizing skills to execute day-to-day tasks in order of importance or urgency, and writing skills to draft clear memos and meeting minutes. The Specialist is a public office holder under the Chief of Police direct supervision with access to confidential information and as such they must discharge their duties with integrity, and deal with the public in a pleasant and tactful manner.

The Administrative Specialist will enhance the operational efficiency by coordinating the flow of information from the police chief down to police officers, civilian employees and out to members of the public. The Specialist must be able to communicate information to the community and other town departments, manage the department’s administrative and special operations calendar, maintain training records, and maintain the Chief’s schedule of appointments, messages and meetings.

Priority tasks that the Administrative Specialist must manage includes;

Police Department Budget – Maintain and balance the accounts line items as necessary to reflect accurate accounting and reporting

Payroll – generate weekly payroll, including traffic detail billing, submitting in a timely manner

Billing– electronically record and submit accounts payables and receivables in a timely manner

Maintain scheduling and attendance within online and in-house schedule software programs

Grants – serve as financial point of contact (FPOC) for all federal, state and local grants, submission of timely grant reports, other required grant documentation, including reimbursements

Reporting-assist in creating annual reports, budget reports, grant reports, civil service mandates and other reports as needed.  Experience in utilizing Microsoft Office programs, including excel, outlook, Microsoft365

Office Filing – file all documentation, including paper and electronic folders and, as well as maintain all personnel records.

Time off – record, track and analyze all department staff time off and accruals, including reconciliations with online and in-house scheduling programs

Interact with all police officers, civilian dispatchers, as well as all department and town employees.

Maintain and order office supplies, point of contact with department vendors

Hiring for this position at the East Bridgewater Police Department is contingent upon completion of a successful background check.

The East Bridgewater Police Department is an affirmative action/equal opportunity employer which actively seeks to increase the diversity of its workforce.  All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran’s or disability status.

The East Bridgewater Police Department is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment.

Please submit resume and cover letter to  Priority consideration will be given to submissions received by February 14, 2020. The position is open until filled.