Administrative Assistant - Police

The MAC Airport Police Department is Hiring!

As a key member of the Airport Police Department (APD), you'll provide essential administrative and technical support to our management staff. Your role will include:

• Keeping us connected: Update the APD Portal on SharePoint, schedule meetings, prepare agendas, attend designated meetings, and compose and distribute meeting minutes.
• Innovate and improve: Look for opportunities to suggest process improvements and help design and implement new strategies for the department.
• Get creative: Create eye-catching flyers and presentations, and design spreadsheets to produce insightful charts and graphs for data analysis.
• Dive into research: Conduct research, compile results, and present valuable information to management for special projects.
• Event planning: Assist the Administrative Services Supervisor and other team members in planning and executing special events for the APD and the Metropolitan Airports Commission (MAC).

This is your chance to shine and contribute to a vibrant and supportive team environment. Let's make great things happen together!

ACCOUNTABILITES AND FUNCTIONS

General Administrative Duties

• Serve as the APD Portal SharePoint Administrator.  Create new content, webpages, organize information, perform daily maintenance, and update the APD Portal to ensure everything is current and easily accessible.
• Prepare, edit, and distribute a variety of work which may include the APD newsletter, general correspondence, meeting minutes, personnel announcements, presentation materials, APD bulletins, posters, flyers, electronic forms, and signs to internal and/or external stakeholders.
• Create and maintain the APD email distribution spreadsheet, the APD MAC Cell Phone Roster, and APD Patrol spreadsheets.
• Prepare agenda for bi-weekly police management staff meeting, attend and compose meeting notes, distribute notes, and complete assigned tasks in a timely manner. 
• Serve as the liaison between APD and MAC Customer Programs Specialist to ensure MSP Nice Award department submissions are completed in a timely manner.  Create and maintain the department tracking of all MSP Nice Award department submissions.
• Create and maintain the yearly APD Department Planning Calendar.  Distribute to management staff and post to the APD Portal.
• Serve as one of the administrators for APD Conference Room scheduling.  Resolve scheduling issues by finding alternative resources when conflicts arise.
• Process APD documents for electronic imaging and maintain in an electronic filing system.

• Provide support for department events such as the Annual Department Awards, Swearing-in Ceremonies, and others.  Duties may include serving on committees, bio write ups for officer swearing-in ceremonies, reviewing nominations, planning, scheduling, hosting, etc.
• Provide back-up administrative assistance for the Chief and two Deputy Chiefs as needed. 
• Maintain strict confidentiality of sensitive information.
• Assist with budget preparation.
• Assist with forfeiture accounts tracking.
• Process check requests and commercial card statements.
• Complete other duties and special projects as assigned by all divisions or Chiefs,.

Division Specific Support Duties

Divisions listed below are led by lieutenants who rotate assignments approximately every five years. This position works with multiple lieutenants and managers in their division specific support duties.

Investigations

• Manage the yearly Explosive Detection Canine (EDC) budget and process monthly reimbursement documents.  Coordinate with APD Division Manager and MAC Field/Fleet Maintenance Manager to ensure vehicle replacement quotes and reimbursements are properly documented, remain within budget, and are submitted in a timely manner.
• Complete vehicle forfeiture form using information from case file. 

Patrol

• Create and maintain Patrol Links and all patrol-related information on the APD Portal to ensure patrol has important tools and information easily accessible by computer or mobile device during their shift and troubleshoot technical issues. 
• Coordinate the bi-annual printing and distribution of the APD Reference Guide.

Professional Standards/Training

• Coordinate and track all department police officer policy updates through the review and approval process, assist in creating and editing new and existing policies as requested, enter all changes into Lexipol and process all updates using the software. Work with Lexipol representative on processing issues. 
• Create and maintain the Training page on the APD Portal.
• Update and maintain multiple training manuals, print materials and create binders as needed, track final sign-off of manuals, and prepare for electronic filing.
• Maintain access to the ECC online policy manual for APD Manager use.
• Create and maintain the LEOSA tracking spreadsheet in partnership with the Training Officer.  Coordinate printing and distribution of Certified ID cards.
• Maintain all confidential records and personnel information for the APD Death or Injury Support Program (Line of Duty Death – LODD), create packets to be distributed to new employees, file completed packets, maintain tracking spreadsheets for packets and photos, and supplies. 
• Coordinate the annual department LEOSA shoot.

COMPENTICIES

Individual Contributor (IC) Competencies

• Customer Focus - Building strong customer relationships and delivering customer-centric solutions

• Decision Quality - Making good and timely decisions that keep the organization moving forward

• Action Oriented – Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm

• Optimizes Work Processes - Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement

• Ensures Accountability - Holding self and others accountable to meet commitments

• Collaborates - Building partnerships and working collaboratively with others to meet shared objectives

• Values Differences -Recognizing the value that different perspectives and cultures bring to an organization

• Communicates Effectively - Developing and delivering multi-mode communications that convey a clear understanding of unique needs of different audiences

• Courage - Stepping up to address difficult issues, saying what needs to be said

• Instills Trust - Gaining the confidence and trust of others through honesty, integrity, and authenticity

• Self-Development - Actively seeking new ways to grow and be challenged using both formal and informal development channels

• Situational Adaptability - Adapting approach and demeanor in real time to match the shifting demands of different situations

• High school diploma or equivalent
• Three years of experience serving in an administrative support or customer service role.
• Thorough knowledge of standard office practices and procedures.
• Intermediate skill level using Microsoft Word, Outlook, Excel, PowerPoint, and the use of internet search engines.
• Excellent verbal and written communication skills.
• Ability to work cooperatively with others.
• Excellent organizational skills with attention to detail and follow-through.
• Proficient spelling, grammar, and proofreading skills.
• Demonstrate ability to work in a fast-paced, multitasking environment.
• Demonstrate ability to prioritize workload and assess additional tasks needing attention.
• Ability to maintain confidential information. 
• Ability to complete tasks with minimal direction.
• Successful completion of an APD criminal history check and background investigation.
• Ability to obtain and maintain a security badge.

• Associate degree in business or related field.
• Five years of progressive administrative support experience.
• Experience providing administrative support in a law enforcement environment.
• Experience in a public safety related field.
• Experience providing administrative support to multiple stakeholders simultaneously
• Experience serving as a SharePoint site administrator