Administrative Specialist - Police

Job Description:

SUMMARY

The Administrative Specialist is responsible for providing high-level administrative, clerical, and operational support to the Tribal Police department. This position assists with records management, report and evidence processing, budgeting support, and coordination of departmental communications.

PRINCIPAL ACTIVITIES & RESPONSIBILITIES:

• Serves as the primary point of contact for phone, email, and in-person inquiries, providing professional customer service and directing inquires appropriately.
• Performs a variety of clerical and administrative tasks, including copying, mailing, filing, and document distribution.
• Prepares, edits, and proofreads correspondence, reports, and departmental documents using Microsoft Office and other software.
• Maintains organized electronic and physical filing systems.
• Coordinates meetings, trainings, and department events; preparing materials and taking minutes as needed.
• Receives, sorts, and distributes incoming and outgoing mail and parcel deliveries.
• Conducts research and prepares summaries or reports at the direction of the Chief of Police.
• Assists with special projects and provides general administrative support to police personnel.
• Supports onboarding for new employees and provides general office orientation.
• Assists in the preparation and monitoring of the department’s annual budget.
• Enters and maintains accurate budget data using approved software; prepares reports and supporting materials.
• Reviews and reconciles departmental expenditures to ensure budget compliance.
• Verifies and processes purchase requests, ensuring proper authorization and adherence to Tribal policy.
• Works with Finance to resolve budget discrepancies or documentation issues.
• Processes purchase orders and check requests in accordance with Tribal purchasing polices.
• Collects required documentation from vendors and maintains complete purchasing records.
• Researches and procures office equipment, supplies, and furniture as needed.
• Reconciles expenses and ensures timely payment of vendor invoices.
• Assists with drafting and submitting grant applications.
• Tracks expenditures ad maintains compliance with approved grant budgets and reporting requirements.
• Prepares and submits required reports to granting agencies.
• Compiles and analyzes qualitative and quantitative data to measure grant outcomes.
• Coordinates with the Finance department to ensure accurate financial tracking and reporting.
• Generates daily, monthly, and annual reports on police activity and department operations.
• Submit NIBRS and other required statistical reports in accordance with Tribal and federal standards.
• Tracks and reports on service calls and activities under external contracts.
• Prepares bi-monthly reports for Tribal Council and other leadership requests.
• Receives, logs, and securely stores evidence and property in accordance with legal and departmental procedures.
• Maintains chain-of-custody documentation and evidence integrity at all times.
• Coordinates with courts and prosecutors regarding evidence disposition.
• Oversees proper disposal or return of property.
• Trains department staff in proper evidence handling and appears in court proceedings as required.
• Maintains all department records in compliance with Tribal, federal, and applicable state confidentiality laws and retention schedules.
• Secures and manages both physical and electronic police records.
• Responds to public records requests in accordance with applicable laws and policies.
• Oversees the secure destruction of records when authorized.
• Answers and routes police calls, dispatching officers via radio or phone as needed.
• Conducts criminal history and background checks through LEDS and NCIC databases.
• Performs general dispatch duties and support operations during staff absences or emergencies.
• Maintains accurate records of training and certifications of sworn personnel.
• Coordinates registration, travel, and lodging for staff attending training or conferences.
• Ensures compliance with tribal travel policies and complete reconciliation documentation following travel.
• Collaborates efficiently and effectively while consistently demonstrating professionalism and maintaining positive, respectful relationships with internal teams, external partners, and Tribal members.
• Other duties as directed by management.

LEVEL OF AUTHORITY & RESTRICTIONS

• This position requires working independently without overseeing others, with minimal authority in decision-making.

PHYSICAL & MENTAL DEMANDS

• Must be able to walk, talk, hear, use hands to handle, feel or operate objects, tools, or controls, and reach with hands and arms.
• Must be able to stand, walk, reach with hands and arms, and climb or balance.
• Vision abilities required by this job include close vision and the ability to adjust focus.
• May be required to push, pull, lift, and/or carry up to 40 pounds.
• Must be able to utilize protective personal equipment while handling evidence and property.
• Must be able to sit and type for long periods of time.

WORKING CONDITIONS & ENVIRONMENT

• May require working occasional nights and/or weekends.
• Moderate noise level with frequent interruptions and distractions.
• Must be able to work overtime as necessary.
• Handling of some evidence can be a risk of exposure to hazardous substances and materials.
• May be exposed to hostile individuals by telephone or in person.
• Must be willing and able to travel both locally and within the CTCLUSI service delivery area.

HOURS

• 40 hours per week.

JOB LOCATION

Tribal Police Office
5647 Hwy 126
Florence, Oregon 97439

Experience and Skills:

MINIMUM JOB REQUIREMENTS

• Must be 25 years of age or older.
• An associate’s degree in criminal justice or a minimum of two (2) years of similar or related experience.
• Holds a combination of education, training, and experience that reflects the ability to perform the essential responsibilities of the position.
• Must have a valid driver’s license and be able to be insured to drive Tribal Government vehicles.
• Holds or can obtain Notary Public commission.
• Understands and follows verbal and written instructions accurately.
• Works independently, exercises sound judgements, and performs well under pressure or in emergency situations.
• Free of felony convictions under state or federal law.
• Must not have misdemeanor conviction relating to sex crimes, crimes against persons, drugs, fraud, or moral turpitude.
• Must not have any other misdemeanor conviction within the last five years.
• Experience and proficiency in the use of Microsoft products (Excel, Outlook, PowerPoint, Word, etc).
• Ability to communicate clearly and effectively in English, verbally, in writing or by other acceptable means.
• This is a safety sensitive position and will be subject to pre-employment drug testing and criminal history background check, which will include fingerprinting.
• Must have employment eligibility in the U.S.
• Indian preference will be observed in the hiring process.