Police Administrative Assistant
City of Enid, Oklahoma
Administration
Enid, OK, USA
Posted on Jan 21, 2026
Description
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POSITION REPORTS TO: Detective Captain
POSITIONS SUPERVISED: None.
BLS COMPARABLE: 43-6011, Executive Secretaries & Administrative Assistants
LEADERSHIP: Provides co-worker leadership to others through motivation, team building, and providing feedback.CONDITIONS OF EMPLOYMENT- Subject to post offer, pre-employment drug screen.
- Subject to a pre-employment criminal background check and pre-employment polygraph.
- Subject to signing a confidentiality agreement.
- Keyboarding speed at 55 wpm.
- Proficient Excel & Word skills.
- English proficiency.
POSITION PURPOSE: To provide clerical support in matters involving the efficient operation of the Investigative Division of the Police Department.ESSENTIAL FUNCTIONS AND BASIC DUTIES- Maintain, track, file, store, and ensure the safety and integrity of the investigative files for the investigative division.
- Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
- Open, sort, and distribute incoming correspondence, including faxes and email. Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
- Manage, monitor, file and retrieve police documents, records, and reports. Scan reports into computer system.
- Compile information for the District Attorney’s Office from Investigative files as requested by detectives.
- Transcribe taped interviews for detective investigations.
- Greet visitors or answer phones and determine whether patrons should be given access to specific individuals.
- Prepare responses to correspondence containing routine inquiries.
- File and retrieve documents, records, and reports.
- Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
- Conduct year-end management of detective files.
- Provide assistance to other departments as needed.
- Perform other duties as required.
PERFORMANCE MEASUREMENTS- The Investigative Division of the Enid Police Department runs smoothly and efficiently.
- Excellent customer service is provided to the public. Phones are answered and patrons are appropriately assisted.
- Records are organized, filed, and easily retrieved.
- Effective working relations exist with City personnel.
- New employees are well trained and assisted. Management is appropriately informed.
- Employee understands and adheres to applicable safety policies.
- The City’s professional reputation is maintained.
QUALIFICATIONSEDUCATION/EXPERIENCE:
High school diploma or general education degree (GED); and one year related experience and/or training; or equivalent combination of education and experience.
CERTIFICATES/LICENSES:
Additional related training preferred.
REQUIRED KNOWLEDGE:
Clerical: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
Customer and Personal Service: Knowledge of principles and processes for providing customer and personal services.
English Language: Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Computer: Proficient personal computer skills including electronic mail, record-keeping, routine database activity to include development of spreadsheets, formulas, record tracking applications, word processing, graphics, etc.
Specialized: Knowledge of police department processes and records management procedures.
SKILLS/ABILITIES:- Ability to maintain confidentiality.
- Handle multiple tasks simultaneously.
- Accurate and attentive to detail.
- Good communications and public relations abilities.
- Excellent organizational skills.
- Ability to assist and support others.
- Able to operate telephone, PC, copier, and other basic business machines.
PHYSICAL & MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION
FINGER DEXTERITY:
Manual dexterity sufficient to reach/handle items and work with the fingers.
VISUAL ABILITIES:
Normal vision, with or without corrective lenses.
PHYSICAL STRENGTH:
Exerts up to 10 lbs. of force occasionally. (Almost all office jobs.)
Sedentary physical activity performing non-strenuous daily activities of an administrative nature. Extensive sitting.
Frequent use of arms, hands, and fingers to reach, handle, touch, and feel.
LANGUAGE/COMPREHENSION:
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and governmental regulations. Ability to write information and respond to questions from groups of managers, clients, customers, and the general public.
REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
MATHEMATICS ABILITY:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratio, and percent and to draw and interpret bar graphs.
WORK SCHEDULE/HOURS:
Regular – 8 hour shift, typically 8:00 a.m. to 5:00 p.m., Monday - Friday.
Other–Variable lunch period and breaks in coordination with other office personnel.
WORK CONDITIONS:
Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.
NOISE LEVEL:
Moderate noise (examples: business office with computers and printers, light traffic).
OTHER WORK CONDITIONS:
None.
ADVANCEMENT CRITERIAINTERMEDIATE:
4-6 years clerical experience or work in related field.
Proficient knowledge of Police Dept. operating procedures.
Training or certification from vocational coursework.
Advanced Word and Excel skills.
Specialized training in governmental processes.
Knowledge of safety as it pertains to the job.
Valid CPR certification.
ADVANCED:
7+ years specialized experience.
Advanced knowledge of Police Dept. operating
Associate's Degree or equivalent in related field.
JOB DESCRIPTIONSJob descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected.
All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.
In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.
I have reviewed this job description and I can perform the essential functions of this position, with or without, reasonable accommodations. I have also received or have been offered a copy of this job description.
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