Administrative Assistant—Patrol

Administrative Assistant—Patrol


DATE:  5/2/2012


JOB TITLE:  Administrative Assistant--Patrol




IMMEDIATE SUPERVISOR:  Captain, Patrol Division




EDUCATION, TRAINING, AND EXPERIENCE REQUIRED:  Valid Minnesota driver’s license or the ability to obtain a valid Minnesota driver’s license by the date of appointment.  Two years of college in social sciences / business and/or equivalent related work experience, plus four additional years of responsible office administration experience. 


NATURE OF WORK:  Performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the patrol sergeants and assisting in the administration of the standard operating policies and procedures of the police department.    




I.  To independently perform a broad range of office functions associated with the Patrol Division of the police department and to promote a favorable image for the department and city. 


II. Transcribes records and correspondence for the Patrol Division, which includes statements and miscellaneous correspondence. 


III. Provide assistance to sergeants and patrol officers with research for case clearing.


IV. Provide word processing support to the Patrol Division during normal work hours and on a significant incident call-out basis (i.e. homicides, abductions, etc.)


V. Monitors and performs various tasks associated with the efficiency of the police department as a whole and specifically, the patrol division. 


VI. Requisitioning, storing, distributing and inventorying office supplies, office equipment and other equipment as needed by the patrol division. 


VII. Distributes and monitors training for the patrol division.

  • Prepare and publish monthly patrol statistical data reports.


VIII. Keeps patrol division supervisors informed of workload problems in an effort to keep up-to-date and eliminate backlogs.


IX. In a back-up capacity, receive, inventory, catalog, store and safeguard all classifications of property and evidence.    


X. To perform and coordinate a variety of routine law enforcement and public contact work in enforcing codes and ordinances governing parking, and assisting the public by providing information about parking locations and regulations.  Perform certain administration duties in connection with parking enforcement. 


  • Monitor the flow of vehicles in timed parking areas; issue citations for parking violations such as overtime parking, illegal parking in handicapped, truck, bus and fire hydrant zones, double-parking, parking on the wrong side of the street and related violations. 
  • Maintain a variety of accurate records related to citations and vehicle impounds.  Create and issue letters for non-payment and warrant notification.
  • Locate current owner of vehicles for non-payment letters.
  • Collect funds from public and records payments.
  • Void parking tickets as appropriate.
  • Appear in court for contested tickets.


XI. Coordinate the tasks and daily assignments of the Community Service Officers.     


XII. As directed, perform and update various social media applications. 


XIII. Act as a community affairs coordinator (Night to Unite, Safety Camp, Bike Safety Events, etc.) 


XIV. Coordinate the department’s forfeitures.  Ensure accurate forms, accounting, disbursement, and/or release of forfeited items. 


XV. Operate a two-way radio.

  • Check registrations.
  • Report stolen vehicles.
  • Request assistance in emergency situations.
  • Relay information regarding work situations and suspicious activity.
  • Dispatch information to officers in the field as needed.


XVI. As assigned, participate in public presentations; including, but not limited to:  Squad car demonstrations, bike rodeos, safety camps, crime prevention and night to unite.


XVII. Serve as a member on various employee committees as assigned, such as the downtown parking committee.    


XVIII. Assist with traffic control at emergencies or community events.


XIV. Assist department personnel in the handling of animal nuisance complaints.


XV. Perform other related work as apparent or assigned.


XVI. Perform tasks associated with the drafting, coordinating, and the submission of grants. 


XVII. Assist the Field Training Coordinator with records management and routine administrative tasks. 


XVIII. Coordinate schedules and training for the Chaplain Program.  


XIX. Coordinate and schedule shifts for the reserve unit.  Prepare documentation for the finance department for the issuance of contractual invoices.


XX. Coordinate and assist administration with the scheduling of contractual patrol overtime.  Prepare documentation for the finance department for the issuance of contractual invoices. 




I.  Develops public understanding of work and activities of the department.


II. Maintains positive contacts with the general public, court officials, and other officials in the performance of duties.




I. Must possess, or be able to obtain by time of hire, a valid State of Minnesota driver’s license without record of suspension or revocation in any state.




I. Employee may be required to use and/or operate equipment in or associated with that includes, but is not limited to:

  • Motor Vehicles
  • Radios
  • Speed Detection Devices / Trailers
  • First Aid Equipment
  • Personal Computer and Software Applications
  • Animal Cages, Snares, Harness, Leashes, Catch-poles
  • Tranquilizers
  • Telephones
  • Traffic Marking Equipment
  • Flagging Equipment




I.  Hours may vary, but generally work on steady shifts and may include extended shifts, emergency call outs, weekends, and holidays.  This is a non-exempt position. 


II. While performing the duties of this job, the employee frequently works in outside weather conditions. 


III. The noise level in the work environment is usually moderate. 


IV. When driving on ice and ice ruts in winter, there is a hazard with the small tires on the parking cart. 


V. The employee occasionally works near moving mechanical parts, drives close to vehicles for marking purposes, which could constitute a potential hazard. 


VI. This position on occasion requires the employee to wear a uniform.  Uniform expense is covered by the city.


In compliance with the Americans Disability Act, the following represents the physical and environmental demands:  While performing the duties of this job, the employee is frequently required to sit, talk and/or hear.  The employee is occasionally required to stand; walk; use hands to finger, hand, or operate objects, controls, or tools listed above; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. 


The employee must occasionally lift and/or move more than 100 pounds.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.