Police Administrative Manager

The Gresham Police Department is currently seeking an Administrative Manager to oversee and coordinate the efforts of professional administrative support staff and office operations. The ideal candidate will be highly motivated, organized, and will have extensive experience, including budget management and strong communication skills. They must be capable of managing and executing the work necessary to fulfill the department's various needs and projects effectively. The role involves supervising 8 full-time employees and managing a budget of approximately $1.6M, as per the 2024-2025 approved budget. This new position within the Police Department reports directly to the Administration Services Captain.

What you will get to do:

• Team Management and Supervision: Providing day-to-day supervision of, and procedural guidance to, the police department's professional administrative staff, including but not limited to: administrative assistants, records specialists, and services administrative analyst position(s); Planning, prioritizing, assigning, supervising and reviewing subordinate work; Developing and revising work processes; Establishing work schedules and managing employee overtime; Providing and/or coordinating staff on-boarding and maintenance training; Managing performance and working with staff to mitigate deficiencies; Monitoring performance to meet goals and objectives; Authoring and delivering employee reviews to subordinate staff; Assisting with ongoing department accreditation; Providing budgetary input.

• Coordination of Office Operations and Activities: Overseeing fundamental functions of area-specific responsibilities: Processing information requests; Records management; State reporting; Responding to inquiries from other departments, divisions and work groups; Timekeeping; Purchase agreement and contract processes; Provides support for budget management, including participation in data collection, organization of budget materials, and monitoring of expenditures without the authority to make decisions or spend funds; oversees one or more budget line items or program expenditures; Procurement card processing; Internal and external investigations assistance; Monitoring inventory and coordinating with outside vendors for equipment/supply needs; Assisting with and/or advising on department projects. Serve as the liaison between the department and HR for all non-sworn position and employee issues, including developing position descriptions, working with the assigned recruiter on recruitment and hiring activities, and other related assignments. Work closely with assigned Police Command staff on recruitment activities for sworn personnel.

• Facilitating/Monitoring Employee Certification and Clearance Needs: Monitoring, scheduling and facilitating access control/clearance checks, trainings and certifications needed for employees to be in compliance with various local, state and federal requirements; Tracking and coordinating employee on-boarding and continued employment permissions, including ensuring correct permissions are activated and deactivated; Assisting employees with department training application processes; Tracking and auditing annual state and federal training and reporting requirements; Assisting with local, state, and federal system audits.

• Performance of Subordinate Staff Duties: Performing day-to-day subordinate staff duties as needed, to assist during absences or times of higher than usual volume of activity.

Qualities we are looking for:

• Understanding of the principles and practices of employee supervision, including work planning, assignment review, evaluation, discipline, and training staff in work procedures.

• Familiarity with the principles and practices of leadership.

• Awareness of the principles and techniques for working with groups and fostering team interaction to ensure smooth teamwork.

• Capability to assist in the development and implementation of goals, objectives, practices, policies, procedures, and work standards.

• Skill in identifying problems, researching and analyzing relevant information, and developing and presenting recommendations and justifications for solutions.

• Proficiency in preparing clear, effective, and accurate communications, including reports, correspondence, and other written materials.

• Competence in effectively using computer systems, software applications such as Microsoft Suite of applications, and modern business equipment to perform a variety of work tasks.
  • Collaborative: Establish effective relationships and work with the assigned departments and Finance team, across the organization, and with the City's external partners.

  • Practical: Effectively apply skills and knowledge and use sound judgement and decision making.

  • Inventive: Be curious, seek new ideas, and consider new approaches, enjoy new challenges.

  • Nimble: Be flexible and adapt analysis and recommendations to reflect organizational and community changes and expectations.

  • Equity/Inclusion: Understand a set of values, behaviors, attitudes and practices of others that allows one to work effectively, cross culturally. Promotes justice, impartiality and fairness within the procedures, processes, and distribution of resources.

Minimum Qualifications:

• Bachelor's degree

• Three (3) to six (6) years of experience that is progressively related in administrative or clerical roles, involving the management of people and operations in an office or similar work and settings.

Any combination of seven (7) to ten (10) years of education and experience which provides the required knowledge, skills, and abilities to perform the essential duties of the job is qualifying.

Additional Requirements:

• Required to obtain LEDS Certification within three months of employment.

• Must obtain and maintain a Notary License from the State of Oregon.

Required application materials:

• Complete online application (Do not type 'see resume' in any fields or leave work experience fields blank in the application template. The education, experience, training and certifications listed in your application will be used to determine starting salary as related to Oregon's Pay Equity law. It is in your best interest to be thorough and complete.)

• Answers to supplemental questions (Your responses will be used to help determine qualifications for the position.)

• Cover letter (no longer than one page) describing interest in the position and summarizing related experience

For more details and to apply, visit: https://GreshamOregon.gov/jobs

If you have questions, please contact HRRecruiting@GreshamOregon.gov