JOB TYPE: Full-time
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.