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Job
Description - Office Coordinator
Primary Function
Reports to the Chief of Police for the Police Department to
provide high level support primarily for process improvements,
planning administrative procedures, and special projects.
Performs complex and confidential administrative duties.
Manages sub-projects, special assignments, and committees within
areas of responsibility for the office of the Chief of Police.
Exercises sound judgment and discretion and confidentiality in
decision making.
Administrative - Function: Perform complex and
confidential administrative duties.
- Schedule and maintain appointment calendar for the
chief.
- Coordinate complex and varied arrangements, which may
include meeting or event planning.
- Attend meetings, internal and external, as required by
the Chief of Police and follow up on resulting action items.
- Review and prioritize mail and correspondence for the
Chief (electronic and regular).
- Identify correspondence, calls, messages, etc. which
require immediate or personal attention by the Chief.
- Maintain records using appropriate computer based
information system to document correspondence, process, and
other information.
- Respond to complex inquiries based on
synthesis/inference of office
activities/policies/procedures, requiring considerable
judgment and tact.
- Maintain highly confidential and sensitive information
in support of the chief, the village and management.
Included in the highly confidential matters are; union
negotiations, union grievance matters, disciplinary matters,
confidential hiring matters, and private matters of other
employees.
Organization and Office Management - Function: Manage
the office of the Chief of Police and the secretarial and
clerks, at the highest level in order to coordinate support to
the chief, secretaries, clerks and any administrative member as
required.
- Research and prepare formal reports, presentations, and
briefing documents on various security and emergency
preparedness issues and police related concerns.
- Analyze, accumulate and review data for reports.
- Develop databases to track important issues and
projects.
- Define and develop parameters and desired outcomes of
office procedures, database queries, etc.
Operations - Function: Provide oversight for the daily
operation of the office of the Chief of Police
- Maintain thorough knowledge of Minooka policies and
procedures and working knowledge of department General
Orders.
- Serves as a liaison to other Minooka offices and outside
agencies to represent the police department as required.
- Resolve problems when appropriate.
- Ensure requests for action or information are relayed to
appropriate staff member(s) and/or the Chief.
- Assist personnel to understand, share, and support the
mission and vision of Minooka Police Department.
Supervisory Responsibility
- Serves as technical supervisor for entire police
department
- Manages computer systems of police department.
- Manages computer programs and programming of department.
- Assist in getting new employees onto various computer
system's, trained, and password issuance.
- Monitors office automated systems for operation.
- Manages archiving and retrieving of documents.
- Coordinates office functions and office employees on a
daily basis.
- Serves as Records Management Systems Coordinator.
- Serves as liaison for CAD and RMS.
Communications
Frequent contact with management personnel throughout the
village of Minooka to exchange and analyze information, to
coordinate activities, and to discuss and resolve problems.
Periodic contact with staff of other departments to exchange
information relating to police information.
Skills
- Advanced PC skills including abilities in MS Work, Outlook,
Excel, and Power Point.
- Excellent analytical and organizational skills.
- Excellent written and oral communication skills.
- Excellent customer service skills.
- Ability to work well within complex situations and seek
collaborative solutions and utilize tactful methods to diffuse
highly charge situations.
- Ability to initiate, manage, and follows through on programs,
projects, and/or assignments.
- Must be detail oriented.
- Excellent management and team building skills.
- Ability to simultaneously manage multiple projects.
- Ability to remain calm and objective throughout
stressful and unpleasant situations.
- All skills of the Police Clerk.
- Ability to work without direct supervision and deal
courteously with all people.
- Ability to perform office management duties.
- Maintains administrative office supply inventory.
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