Admin Support III

Job Description:

Admin Support III

Description

A RESUME AND COVER LETTER ARE REQUIRED AT THE TIME OF APPLICATION TO BE CONSIDERED FOR THIS OPPORTUNITY.

General Purpose:

The Admin Support III provides high-level administrative support to senior leadership, managing a range of operational and administrative tasks. This proactive and detail-oriented role focuses on streamlining departmental functions, supporting decision-making processes, and aligning with organizational goals. The ideal candidate will possess strong administrative, organizational, and communication skills, with the ability to contribute to the department’s efficiency and overall success.

Salary Range of $25.3865 per hour - $35.5411 per hour with a hiring salary of $25.3865 per hour - $30.4638 per hour subject to applicable taxes and withholdings

To view additional police department specific benefits: https://www.lovgov.org/services/police/employment

Selection process timeline: Position will close on April 25, 2025 at 8:00AM MST
Alternate dates for testing and interviews are not available

Oral Board Interview: TBD
Conditional Job Offer / Background Investigation: TBD

Tentative Start Date: TBD

Essential Functions:

• Serves as the primary point of contact for the Assistant Chief(s) of Police (Support, Criminal Investigations, or Patrol Divisions), managing calendars, scheduling meetings and prioritizing appointments.
• Prepare, review, and edit correspondence, reports, presentations, and other documents for the Assistant Chief(s) of Police, and senior leadership.
• Coordinate logistics for various internal and external meetings, events, and conferences, including preparing agendas, minutes, gathering materials, and following up on action items.
• Support departmental projects for assigned division(s), such as Patrol shift bidding or Support promotional processes.
• Maintain confidential files and records, ensuring that all sensitive information is handled with discretion and in compliance with departmental policies.
• Responsible for overseeing the administration of personnel changes, payroll procedures, and pay changes to coincide with the Police Department’s pay plan and City Payroll requirements.
• Process and fulfill internal and external customers’ requests for information utilizing various databases and communications systems.
• Track, schedule and maintain records of all required training for Department personnel
• Develop and provide CALEA compliance proofs to Accreditation Manager.
• Process bi-weekly payroll for assigned divisions and submit to Human Resources.
• Perform the functions of other administrative office personnel as needed.
• Record and distribute minutes for various meetings.
• Order, stock and manage inventory of supplies.
• Track, disburse, and reconcile department petty cash.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Speak, read, write and understand English sufficient to perform essential functions.
• Knowledge of modern office practices, procedures, and equipment.
• Develop routine documents, reports and correspondence.
• Superior oral and written communication skills; ability to understand and follow oral and written directions.
• Type minimum of 50 wpm.
• Proficient computer skills and experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software and programs.
• Ability to independently solve problems, work under pressure, and meet deadlines.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Accurately process payroll, timesheet entries and financial transactions with outside entities.
• Accurately interpret information furnished in written, oral, diagram, or schedule formats.

Education and Experience:

• Experience in a high volume, extensive administrative environment.
• 3 years progressively responsible administrative experience.
• Hish school diploma or GED Required
• 4-year Bachelor's degree with one year of formal administrative or business-related education preferred.

Work Environment and Physical Activities:

Minimal physical effort typically found in clerical work. Primarily sedentary, may occasionally lift and carry light objects. Walking and/or standing as needed and minimal. Frequent exposure to routine office noise and equipment. Occasional exposure to hazards typically found in general office environments where there is rarely to no exposure to injury or accident.

NOTE: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions. City of Loveland job descriptions are d esigned to describe the general nature and level of work necessary to perform well in the job; they are not intended to provide an exhaustive list of responsibilities, skills, and qualifications. City of Loveland job descriptions may be updated periodically, and additional activities, duties or responsibilities may be assigned by management as deemed appropriate.

Employment offers will be conditional on an extensive criminal background investigation, polygraph examination, psychological examination, and drug screening.

APPLICANTS WHO ARE UNSUCCESSFUL IN THE SELECTION PROCESS MAY APPLY FOR FUTURE OPENINGS.

The City of Loveland is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or sexual orientation. We encourage, value and respect diversity.

Beginning on 8/1/2023, The City of Loveland will begin participating in E-Verify. In accordance with E-Verify requirements, upon your date of hire the City of Loveland will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. E-Verify Notice of Participation. Learn more about your right to work. Visit E-Verify.gov for more information.