How to Be Police Administrative Assistant - Job Description, Skills, and Interview Questions

Apr 17, 2020 / 5 Minutes Read / By Albert

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The job of a Police Administrative Assistant is a key role in the operation of a police department. This position requires extensive knowledge of and experience with the local laws, regulations, and procedures. By performing administrative duties such as documentation and record keeping, scheduling meetings and appointments, and preparing and distributing reports, the Police Administrative Assistant helps keep the police department organized and running smoothly.

In turn, this helps ensure that the police are able to respond quickly and effectively to emergency situations, improving public safety. the Police Administrative Assistant is often responsible for handling confidential information, which is necessary to protect the public. As a result of the importance of this position, those who work in this field must have excellent communication and organizational skills.

Steps How to Become

Obtain a High School Diploma or GED. Most employers require police administrative assistants to have at least a high school diploma or GED.
Get Relevant Work Experience. Employers may require applicants to have some work experience in a law enforcement setting, such as an internship or volunteer work.
Understand the Role. It is important to understand the role of a police administrative assistant. This job entails managing paperwork, scheduling meetings and appointments, keeping records, and other clerical tasks.
Take a Training Course. Many employers require applicants to take a training course in law enforcement procedures and operations.
Apply for the Position. After meeting the requirements, you can apply for the position of police administrative assistant. You may need to submit a resume and cover letter along with your application.
Complete an Interview. After submitting an application, you may be invited for an interview with the hiring manager. During this interview, you will need to demonstrate your knowledge of the job and your ability to perform the duties of a police administrative assistant.
Pass a Background Check. Before being hired, most employers require applicants to pass a background check. This check will look into your criminal history and other important information.

An administrative assistant in a police department is essential to keeping the department functioning properly and efficiently. Proper training and regular updates are necessary for the assistant to remain up to date and capable in their role. Regular training helps to familiarize the assistant with new procedures, policies, and technology.

Keeping up with the latest trends and technological advancements can help the assistant stay on top of their job duties. By attending conferences and seminars, the assistant can stay informed on current issues and best practices. it is important for the assistant to strengthen their interpersonal and communication skills in order to effectively interact with their coworkers and members of the public.

These skills, combined with updated knowledge and technological proficiency, will make the administrative assistant an invaluable asset to any police department.

You may want to check Police IT Specialist, Police Homeland Security Officer, and Emergency Response Police Officer for alternative.

Job Description

Provide administrative support to Police Department staff.
Manage incoming and outgoing correspondence.
Maintain records, reports, and logs of police activities.
Update and maintain police database information.
Assist in the preparation of documents and reports.
Perform data entry tasks, such as entering incident reports and other records into computer systems.
Monitor police radio transmissions and respond to requests for assistance.
Assist in the coordination of security operations at special events.
Assist in the scheduling of police personnel for shifts.
Assist in the coordination of training for police personnel.
Maintain inventory of office supplies, equipment, and uniforms.
Provide customer service to visitors and callers.

Skills and Competencies to Have

Knowledge of office administration procedures and practices
Knowledge of police department operations and procedures
Strong customer service skills
Excellent organizational and time management skills
Ability to multi-task and prioritize tasks
Proficient in computer applications such as Microsoft Office Suite
Excellent communication and interpersonal skills
Ability to handle confidential and sensitive information
Knowledge of legal terminology
Ability to work independently and under pressure
Accurate data entry and recordkeeping skills
Ability to pay attention to detail

Organizational and communication skills are essential for a successful Police Administrative Assistant. The ability to stay organized, manage multiple tasks, deadlines, and documents is critical to the efficient operation of police administrative work. Furthermore, having strong communication skills allows the Administrative Assistant to effectively interact with other members of the police team as well as members of the public.

This is important for relaying information accurately and fostering positive relationships within the department. administrative assistants must be proficient in computer systems and software applications, as they are responsible for performing data entry, utilizing databases, and creating reports. With these skills, the Police Administrative Assistant can provide an essential service to their department, ensuring the smooth and efficient operation of the police force.

Police Cadet Coordinator, Police Detective, and Police Evidence Manager are related jobs you may like.

Frequent Interview Questions

What experience do you have in police administrative work?
How have you contributed to the success of past organizations?
How do you stay organized and prioritize tasks?
Describe a difficult situation you encountered in your previous role and how you handled it.
What computer programs are you proficient in?
What strategies would you use to ensure accuracy of data input?
How do you stay abreast of changing laws and regulations related to police administrative work?
How have you developed relationships with law enforcement personnel in the past?
What strategies do you use to manage multiple tasks simultaneously?
Describe how you would handle a request for information from a public official.

Common Tools in Industry

Microsoft Office Suite. A comprehensive suite of office productivity applications, including Word, Excel and PowerPoint (eg: creating documents, spreadsheets and presentations).
Adobe Acrobat. A software program used to create and edit digital documents (eg: creating PDFs).
Database Management Software. Software used to store, organize, manage and access databases (eg: Microsoft Access).
Email Client. Software used to manage email accounts (eg: Microsoft Outlook).
Calendar Management Software. Software used to keep track of meetings, appointments and schedules (eg: Google Calendar).
Law Enforcement Software. Software used for managing police operations such as case management, crime mapping and evidence collection (eg: LexisNexis Coplink).
Document Scanning Software. Software used to scan and store documents digitally (eg: MaxxVault).
Voice Recognition Software. Speech recognition software used to convert spoken words into text (eg: Dragon Naturally Speaking).

Professional Organizations to Know

International Association of Chiefs of Police (IACP)
National Association of Police Organizations (NAPO)
Police Executive Research Forum (PERF)
National Organization of Black Law Enforcement Executives (NOBLE)
Major Cities Chiefs Association (MCCA)
National Sheriffs Association (NSA)
Fraternal Order of Police (FOP)
International Association of Women Police (IAWP)
Police Foundation
International Police Association (IPA)

We also have Police Chaplain, Police Corporal, and Police Automated Data Systems Manager jobs reports.

Common Important Terms

Incident Reports. Written reports created by police officers documenting criminal activity or other incidents they have encountered.
Crime Scene Investigation. The process of examining and documenting a crime scene in order to identify potential suspects, links between the crime and other incidents, and evidence that can be used in a court of law.
Records Management. The process of organizing, maintaining, and archiving police documents, such as incident reports and other records.
Data Entry. The process of entering information into a computer system or database in order to store it for later use.
Evidence Collection. The process of gathering physical evidence from a crime scene and documenting it for use in a court of law.
Report Writing. The process of creating reports to document incidents, activities, and results for use by police officers and other personnel.
Administrative Support. Assistance provided to police officers in the form of clerical work, such as filing reports and organizing documents.

Frequently Asked Questions

What is the primary role of a Police Administrative Assistant?

The primary role of a Police Administrative Assistant is to provide administrative and clerical support to police officers and other law enforcement personnel.

What skills are needed for a Police Administrative Assistant?

Police Administrative Assistants need to possess proficiency in computer programs such as Microsoft Office, have excellent organizational skills, and be able to prioritize tasks. They should also be detail oriented and have strong communication skills.

How much does a Police Administrative Assistant typically earn?

According to the Bureau of Labor Statistics, the median salary for a Police Administrative Assistant is $44,000 per year.

What are the typical hours of work for a Police Administrative Assistant?

Most Police Administrative Assistants work full-time hours, usually 40 hours a week. Depending on the police department, they may also be required to work evenings and weekends.

What qualifications are necessary to become a Police Administrative Assistant?

Most police departments require Police Administrative Assistants to have at least a high school diploma or equivalent. Additional qualifications may include experience working in an office environment, familiarity with law enforcement terminology and procedures, and knowledge of basic accounting principles.