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HomeMy WebLinkAboutPolice Administrative CoordinatorUpdated: August 2025 (Admin Review) CITY OF IOWA CITY – JOB DESCRIPTION Position Title: Police Administrative Coordinator Department: Police Division: Administrative Services Supervisor: Police Chief FLSA: Non-Exempt Civil Service: No Pay Grade: 26 Job Number: 2618 Job Summary Serves as principal administrative support staff to Chief of Police and command staff. Performs specialized and office management functions for the Police Department. Manages the in-house records and computer system and performs general and specialized clerical functions for the department. Acts as the account administrator for the Iowa City Police Department’s eShare Portal for asset forfeiture. Acts as the primary point of contact for the Department’s Bullet Proof Vest Partnership grant. Essential Job Duties and Responsibilities The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. • Provides assistance in records management and is responsible for current and accurate system for storage and retrieval of all departmental records and files, in accordance with state and federal laws. • Assists in the development of computer applications and production of records-related reports. • Acts as liaison and interfaces with other criminal justice agencies regarding records- related matters • Performs secretarial and clerical duties as assigned. • Provides assistance and support to department supervisors with payroll processing, runs audit reports in KRONOS, including military, duty injury, FMLA and FSLA time. • Responds to Court/DOT subpoenas for records. • Responds to FOIA requests. • Maintains records and inventories, and monitors use of supplies and equipment, orders supplies and materials as necessary. • Maintains department personnel files, prepares payroll changes, ILEA and MFPRSI forms. • Inputs department budget, processes accounts payable and accounts receivable, assists with grant applications. • Manages the eShare Portal for asset forfeiture. • Maintains files and processes records for worker’s compensation invoices, OSHA reporting and required medical exam documentation. Updated: August 2025 (Admin Review) • Receives and investigates and/or refers questions and complaints from the public and City staff, researches information and responds to requests for records and other pertinent information, follows up with correspondence and phone calls as needed. • Processes a variety of records including payroll forms, contracted overtime, federal and state grants, forfeitures and forfeiture distributions. • Maintains financial records for several multi-agency functions including the Johnson County Drug Task Force, Cedar Rapids DEA, Johnson County Multi-Agency Bomb Team and Citizen’s Police Academy and prepares invoices to recoup Iowa City’s share of paid invoices for these agencies. • Processes accounts receivable payments into the correct accounts for the Police Department and outside agencies listed above. • Assists in preparing and monitoring of 11 separate budgets within the Police Department and prepares monthly financial reports throughout the year. • Manages procurement card for certain department purchases, prepares check requests and purchase requisitions. • Conducts self in a professional manner which demonstrates courtesy and respect for all community members and coworkers. • Performs other duties as assigned. Minimum Education, Experience, Certification/Licensure, Other • Associate’s degree from an accredited educational institution and one year of related experience; or three years of related experience and/or equivalent combination of education and experience. Experience in office management and record management. • National Crime Information Center Certification. Must pass criminal background check. Preferred Education, Experience, Certification/Licensure, Other • Bachelor’s degree from an accredited educational institution; or four years of related experience and/or equivalent combination of education and experience. Degree in Business Administration or related. Experience in executive administration, budgeting, and IBR/NIBRS reporting. Knowledge, Skills, and Abilities • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. • Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. • Ability to complete a variety of written reports. • Ability to deal with problems involving several concrete variables in standardized situations. • Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. • Ability to maintain inter and intra department confidentiality. Updated: August 2025 (Admin Review) • Ability to read and interpret state laws, reports and updates regarding records management. • Ability to reliably and predictably carry out duties. • Ability to take and transcribe minutes. • Knowledge and ability to use and maintenance of computer software and hardware for police and general records system. • Knowledge of general office policies and procedures, ability to operate a variety of office machines and equipment. • Skill in using computers and applicable software applications (Microsoft Office – Word, Excel, Outlook). Supervision No supervision of direct reports. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. The noise level in the work environment is usually moderate. Duties are generally performed in an office setting with a controlled environment. The job requires sitting for extended periods of time and the work may expose the employee to unpleasant social situations and significant work pace pressure. Iowa City is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act as Amended, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Reviewed/Approved by: Dustin Liston, Police Chief (4/2024) Updated: August 2025 (Admin Review) I have read and understand the duties and requirements of this job description, and I agree that I can perform the duties of this position with or without reasonable accommodation. Employee Date ________________________________ __________________