Administrative Assistant to the Chief of Campus Police

JOB SUMMARY :

The Administrative Assistant to the Chief of Campus Police provides assistance in the administration and operation of the Campus Police office.

ESSENTIAL JOB FUNCTIONS :

The employee in this position will have the following essential job functions :

• Performance of general secretarial functions
• Process personal action forms (PAF) for employees and assist with applicable employment paperwork
• Responds to questions and needs regarding policies and procedures of the Campus Police department
• Maintains up-to-date information regarding Campus Police such as online forms, policies and procedures, etc.
• Maintains Campus Police website through ongoing training from Campus Technology
• Monitors supply of and orders Shield ID Cards
• Works closely with parking permit vendor to ensure yearly permits are approved and purchased
• Communicates to students concerning citations and citation holds
• Charges student accounts for replacement Shield ID Cards
• Maintains and renews registrations for department vehicles
• Manages Special Local Peace Officer (SLPO) Program and ensures all Officers are current with requirements
• Monitors and manages all office supplies
• Responsible for working closely with the Chief of Campus Police to ensure that departmental responsibilities are met
• Maintains calendar of scheduled events for the Chief
• Works closely with the Assistant Chief of Operations during special events specific to the Campus Police office or the Seminary when extra security is necessary
• Processes Concur expense reports
• Establishes new vendors according to Seminary policy and functions as the contact for invoice payment
• Processes and pays all invoices
• Reconciles ProCard statements
• Works with various departments and the Accounting office to create and charge for extra security during internal / external events
• Submits capital requests and monitors capital project status for invoices and closure of capital accounts
• Expected to cross-train in the Campus Information Representative responsibilities
• Answers main seminary phone line and assists with responsibilities when the Information Representative is busy
• Assist with the hiring and training of the Campus Information Representatives
• Tracks Officer overtime, holiday time, and special duty time and submits department personnel action forms
• Tracks and submits part-time Officers separate timesheets
• Maintains office event board to ensure the awareness of special events on campus and approved requests for Campus Police Officers
• Establishes Off-Duty Police as vendors and secures payment for special events

Performs other duties as may be assigned by the Chief of Campus Police.

EDUCATION :

The person in this position must have a high school diploma or GED.

EXPERIENCE :

The person in this position must have good writing, communication, and organizational skills. Must be skillful in Excel, Word, and PowerPoint. Prior secretarial experience is preferred.

SUPERVISION :

The person in this position will supervise no one.

The person in this position will report to the Chief of Campus Police.

WORK ENVIRONMENT :

The person in this position will work in an office setting, typically sitting at a desk or table. Intermittently sitting, standing, stooping and walking, while occasionally lifting light objects (less than 25 pounds).

EQUIPMENT :

The person in this position will use the following equipment : computer, telephone, copier, fax machine, printer and other general office equipment.