Applications must be submitted online via the following link:
The Town of Youngsville is seeking an experienced Administrative Specialist
to join its Police Department team!
Located in the beautiful piedmont region of central North Carolina and in the County of Franklin, Youngsville sits within a few hours of the coast and the beautiful Blue Ridge Mountains. We are less than a 30-minute drive from Research Triangle Park (RTP) and the RDU International Airport. With approximately 2,000 residents, our community is one of small-town character with a desire for excellence and innovation. Youngsville is projected to experience significant growth as new residents flow into the RTP region and as neighboring Wake County becomes more congested.
$35,755.20 - $53,632.80 Annually
Open until filled; priority consideration date is 06/14/2019
General Statement of Job
The Administrative Specialist provides complex clerical and administrative support to the Youngsville Police Department; develops and maintains effective and efficient administrative processes for the department, department personnel, and other Town staff; maintains law enforcement records; serves as a link between the chief of police and other law enforcement officers; and provides exceptional customer service to citizens and staff by providing information, answering questions, or directing them to the appropriate resources.
Specific Duties and Responsibilities
Essential Job Functions
The following duties are representative of this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
- Responsible for answering telephone calls and assisting internal and external customers, mail functions / cross training and backup responsibilities for the administration department?s administrative specialist.
- Performs a wide variety of customer service; explains department policies and procedures, refers questions to appropriate departments and ascertains the specifics of feedback in order to maintain effective communication and reliable information.
- Composes, compiles, reviews, and edits a variety of correspondence, forms, reports, and other material, maintains and retrieves database information; ensures accuracy and integrity of data.
- Responsible for submitting all required reports to the North Carolina Department of Justice.
- Compiles information for criminal and investigative reports, as requested, for detectives and the district attorney?s office in a timely manner.
- Assists in procurement of department materials and supplies; researches vendors, maintains office supply inventory and provides cost effective judgment on expenditures within scope of responsibility.
- Follows Town's accounts payable processes, prepares and/or tracks fiscal records, and may process / reconcile payments within established deadlines.
- Administers the department?s fleet fuel credit card program.
- Maintains calendars / schedules meetings which may include room setup and coordinating meals.
- Maintains the department master schedule and coordinates shift changes as directed by management.
- Manages all administrative forms and documents.
- Receives court documents and coordinates subpoenaed appearances of sworn personnel.
- Performs a wide variety of data entry functions into various electronic systems.
- Provides support to the Town?s finance officer ? as required ? to process department payroll.
- Assists with the State and Federal forfeiture processes.
- Assists with maintenance of all training records.
- Coordinates all training and travel.
- Acts as the liaison with task forces and other law enforcement agencies / entities.
- Releases official police records to public or outside agencies upon the direction of the chief of police.
- Manages the department?s social media presence and publishes all revenant information to the public in accordance with department policy.
- Manages all grants, including tracking and fulfilment of ongoing reporting requirements.
- Tracks and coordinates department subpoenas.
- Completes continuing education requirements, as assigned, to maintain up-to-date knowledge of law enforcement regulations, codes, and procedures.
- Performs other duties as assigned.
Minimum Training and Experience
Education and Experience:
- High School or GED diploma and a minimum of three years? experience in general office work and two years' customer service experience required. An equivalent combination of education, training and experience which provides the required knowledge, skills and abilities may be considered.
- Must have excellent computer skills/proficiency with all Microsoft Office applications and sound mathematical skills.
Knowledge, Skills, and Abilities:
- Sound knowledge of spelling, grammar, punctuation, vocabulary, and proper word usage.
- Advanced knowledge of writing, editing, and revising materials prepared by others.
- Sound knowledge of office procedures and office etiquette.
- Sound knowledge of business letter writing and report preparation.
- Advanced computer skills including all Microsoft Office software applications.
- Ability to design and implement an efficient filing system for a police agency?s administrative and personnel records.
- Ability to communicate clearly and concisely, both orally (e.g. answering phone calls and relaying instructions to department personnel) and in writing (e.g. memos and meeting minutes).
- Ability to prioritize and execute day-to-day tasks in order of importance or urgency.
- Ability to compose clear and accurate memos and meeting minutes.
- Ability to use a multi-line telephone system.
- Ability to adapt to changing priorities and deadlines.
Equipment Used, Work Environment and Physical Activities
- Driving: May need, or have ability, to drive a city or personal vehicle in the normal course of business
- Office Equipment: Daily use of computer, keyboard, copier, scanner, printer, calculator, phone (desk and cell). Daily use of software programs including Microsoft Office Suite, Outlook, Word, Excel.
- Other Equipment: Hand truck, cart and recycle bins.
- Physical Activities: Sits for long periods of time; light physical activity that may include walking, standing, stooping, bending, reaching, lifting and carrying
- Lifting: Frequently lifts, carries, and exerts up to 25 pounds
- Vision and Hearing: Must have visual acuity to see and read paper and electronic documents. Must be able to answer telephones, communicate conversation and respond to verbal inquires.
- Exposure to Environmental Conditions: Position generally works in an office setting with overhead lighting and long periods of screen time.
- Schedule: Position generally scheduled Monday - Friday. May require attendance at evening meetings, council sessions or after-hour events. May require attendance at off-site meetings.
- Application Review
- Panel Interview
- Personal History Questionnaire
- Background Investigation
- Pre-employment Drug Screening
- Chief's Interview
This position is considered to be safety-sensitive and is subject to random drug testing.
This position is non-exempt under the Fair Labor Standards Act.
DISCLAIMER: This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.
The Town offers the following benefit package to its employees:
- The Town will contribute to the Local Governmental Employees' Retirement System (LGERS) on your behalf, and your enrollment in the system is effective immediately upon hire.
- You will have the option to invest in the Town's 401 (k) plan. The Town will contribute 5% of your compensation to the plan with no matching requirement.
- Vacation sick, and holiday leave accruals will be allotted in accordance with personnel policy.
- The following insurance benefits will be provided:
- The Town will pay for your health and dental insurance.
- The Town will pay for an accidental injury insurance policy that provides coverage both on- and off-the-job.
- The Town will pay for a group-term life insurance policy up to the lesser of your annual compensation or $50,000.
- You will have the option to add your dependents to any of the town?s insurance plans at your expense.