Taneytown - Administrative Assistant

Position Summary

The Administrative Assistant provides administrative, clerical, and communications support for the Police Department under the direction of the Chief of Police. This position serves as a primary point of contact for the public, assists with departmental operations, maintains confidential records, and supports police communications and administrative functions. The role requires strong organizational skills, professionalism, discretion, and proficiency with modern office technology and software applications.

Essential Duties and Responsibilities

• Answer incoming telephone calls and assist with dispatching officers to calls for service.
• Receive, process, and document payments related to police department services and forward funds to the City Office for deposit.
• Prepare, edit, and distribute correspondence, reports, and other departmental documents.
• Establish, organize, and maintain administrative and departmental filing systems, both physical and electronic.
• Receive, date-stamp, and distribute incoming mail to appropriate personnel.
• Operate and maintain standard office equipment and technology systems.
• Assist the Chief of Police with scheduling appointments, maintaining calendars, and coordinating conference room usage.
• Welcome visitors, respond to inquiries, and direct individuals to the appropriate personnel or resources.
• Provide administrative support for the daily operations of the Police Department.
• Maintain records and documentation related to departmental purchases, invoices, grants, citations, vehicle maintenance, supplies, equipment, and other operational activities.
• Communicate professionally and effectively with the public, outside agencies, and City personnel.
• Coordinate departmental mailings and correspondence with external agencies and organizations.
• Maintain strict confidentiality regarding criminal investigations, arrest records, personnel matters, juvenile information, and other sensitive law enforcement records.
• Support emergency communications functions and maintain familiarity with police communication systems and 911 response procedures.
• Perform physical and administrative duties required to effectively carry out assigned responsibilities.
• Perform additional duties as assigned by the Chief of Police.
  
  

Qualifications

Experience and Skills

• Minimum of three (3) years of clerical or administrative support experience required.
• Prior experience in customer service, receptionist duties, or telephone communications preferred.
• Minimum of one (1) year of police communications or public safety support experience preferred.
• Proficiency in Microsoft Office applications, including Word and Excel.
• Strong organizational, communication, and multitasking skills.
• Ability to maintain confidentiality and exercise sound judgment in sensitive situations.
• Ability to work effectively with the public and within a team-oriented environment.
• Familiarity with office technology, records management systems, and police communication systems preferred.

Education

• High school diploma or GED required.
• Additional coursework or training in office administration, clerical support, or related fields preferred.

Education

The employee must be able to perform routine office and administrative duties, including sitting, standing, walking, lifting light office materials, and operating office equipment for extended periods of time.

Disclaimer

This job description is intended to describe the general nature and level of work performed by an employee assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. The City of Taneytown reserves the right to modify or revise this job description as needed.