Administrative Assistant Operations - UT Police Department - UTK

Responsible for the general administrative support of the Operations Division of UTPD. The position will be
primarily responsible for administrative support for the Deputy Chief of Operations to include support for
patrol and special events operations.

• Assist with purchase requests for non-quartermaster items needed in the operations division
• Assist with general administrative reporting needed for operations division
• Assist with correspondence needed for operational division Create and update event postings in the extra-duty scheduling system using information provided by Special Events supervisors and add information to ledger.
• Reconcile final special event rosters with staff billed for accuracy.
• Assist with distributing approved event communications.
• Assist with outside-agency coordination, including distributing event opportunities, collecting rosters, updating contact lists, and confirming receipt of event information.
• Prepare event and command-post materials, including sign-in sheets, briefing packets, contact lists,
  assignment lists, forms, maps, and other supporting documents.
• Maintain organized electronic files, including staffing records, rosters, correspondence, briefing
  materials, completed forms, and after-action documentation.
• Compile Special Events information and reports, including the number and types of events, staffing
  levels, vacancies, outside-agency participation, and other operational data requested by leadership
• Assist with administrative duties needed to hire special event temporary staff
• Assist with gathering reporting information needed for grant submissions
• Compiling relevant statistics and narrative summaries for grant submissions
• Other administrative operational duties as assigned

Required Qualifications:

• High School Diploma

Knowledge, Skills, and Abilities:

• Good written and verbal communication skills. Positive interpersonal skills. Decision making skills.
  Active listening skills. Strong computer skills including data entry, Excel proficiency, basic knowledge
  of Word and Adobe Professional.
• Ability to be self-motivated. Ability to multi-task. Ability to work in a multicultural setting. Ability to
  gather data, compile information, and prepare reports. Ability to use tact and discretion when dealing
  with a variety of issues. Ability to establish and maintain effective working relationships with
  individuals and groups.

Preferred Qualifications:

• Associates degree
• Advanced knowledge of DASH, Excel and other related software