What are the responsibilities and job description for the Administrative Assistant - Casper Police Department position at City of Casper, WY?
Class Summary
Assigned to: Casper Police Department
Be the first point of contact. Be the backbone of public service.
This role is perfect for someone who thrives in a fast-paced environment, enjoys helping the public, and takes pride in keeping operations running smoothly behind the scenes.
You’ll be the welcoming face at the front office, assisting citizens with questions, records requests, and background processing while also providing essential administrative support to the Records Division. Every day brings variety, responsibility, and the opportunity to make a meaningful impact in your community.
Why Work for the Casper Police Department?
This is more than an office role, it’s a chance to support public safety, serve your community, and be part of a professional team that values integrity, service, and accountability.
REPORTING STRUCTURE:
Receives general supervision from a Supervisor or Division Manager.
Typical Class Essential Duties
1. Serves as a primary customer service function to a specified division(s) or area and performs semi-skilled administrative support with some independence, including responding to routine requests for information, directing callers and visitors to appropriately to internal departments or individuals; taking and transmitting messages; communicating with the public regarding fees, policies, rules and general information about a division, facility, or event.
2. Performs various clerical duties utilizing standard office equipment including basic research, making photocopies, and faxing documents, ordering office supplies, filing and record retention. Utilizes software systems and databases; data entry to collect and maintain records.
3. May train others on administrative level work and temporarily assist in other departments as needs arise in the organization.
4. Processes accounts payables and/or receivables including calculating and determining settlements or adjustments; accepts payments; may maintain a petty cash supply; and researches, tracks and coordinates all accounts payables and/or receivables for an assigned area.
5. Receives, processes, sorts, and/or distributes a variety of mail, internal correspondence, materials, invoices, payments, and/or other applicable items.
6. Runs standard reports according to established timelines, or as directed.
7. Assists in the coordination and administration of calendaring, special projects, events, and/or programs as assigned.
8. Represents the City of Casper by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor.
9. Performs other duties of a similar nature or level.
Knowledge (position requirements at entry):
Knowledge of:
Abilities (position requirements at entry):
Ability to:
Skills (position requirements at entry):
Skill in:
2. Performs various clerical duties utilizing standard office equipment including basic research, making photocopies, and faxing documents, ordering office supplies, filing and record retention. Utilizes software systems and databases; data entry to collect and maintain records.
3. May train others on administrative level work and temporarily assist in other departments as needs arise in the organization.
4. Processes accounts payables and/or receivables including calculating and determining settlements or adjustments; accepts payments; may maintain a petty cash supply; and researches, tracks and coordinates all accounts payables and/or receivables for an assigned area.
5. Receives, processes, sorts, and/or distributes a variety of mail, internal correspondence, materials, invoices, payments, and/or other applicable items.
6. Runs standard reports according to established timelines, or as directed.
7. Assists in the coordination and administration of calendaring, special projects, events, and/or programs as assigned.
8. Represents the City of Casper by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor.
9. Performs other duties of a similar nature or level.
Knowledge (position requirements at entry):
Knowledge of:
- Customer service principles.
- English language, grammar, and punctuation.
- Basic mathematical principles.
- Baisc record keeping and file management principles.
- Time management tools.
- Modern office procedures, methods and use of technological equipment including database management and computer software programs such as Microsoft Office.
Abilities (position requirements at entry):
Ability to:
- Organize records in an easily retrievable fashion.
- Routinely demonstrate the City of Casper core values.
- Operate modern office equipment, software and operating systems/applications.
- Maintain confidentiality.
- Learn and follow applicable procedures and policies.
- Accurately proofread numerical and text data.
- Accurately type documents at a reasonable rate of speed.
- Learn and follow applicable procedures for accounts payable/receivable and Municipal budgets.
- Learn and follow applicable procedures for maintaining accurate records and comply with record retention guidelines.
- Trouble shoot on office equipment.
- Order and maintain office supplies.
- Meet deadlines.
- Work on a variety of tasks simultaneously.
- Work with some level of independence and may lead others with administrative duties.
- Perform basic research and review of data.
- Prepare basic reports and written correspondence.
- Make travel arrangements.
- Maintain a neat and professional appearance.
- Communicate effectively verbally and in writing.
- Follow written and verbal instructions.
- Establish and maintain effective working relationships with those contacted in the course of work.
- Follow all City safety rules and procedures and immediately report all accidents/incidents or unsafe conditions to a supervisor.
Skills (position requirements at entry):
Skill in:
- Providing customer service.
- Proofreading and editing documents.
- Scheduling calendars and coordinating meetings and/or events.
- Typing and data entry.
- Operating in a courteous, knowledgeable and tactful manner with customers, staff and the general public.
- Oral and written communication, sufficient to exchange or convey effective information and to receive work direction.
- Operating modern office equipment, software and operating systems/applications.
- Note taking.
- Accounts payable/receivable.
- Maintaining confidentiality.
- Time management.
- Creating clear and concise reports.
- Conflict management and problem solving.
Training, Experience & Certifications
EDUCATION AND EXPERIENCE
LICENSING AND CERTIFICATIONS
- High school diploma or equivalent (G.E.D.) required.
- Minimum of one (1) year of experience working in a clerical or administrative support position.
- Local government experience preferred.
LICENSING AND CERTIFICATIONS
- Possession of a valid Wyoming Driver’s License preferred.
- May require being, or obtaining, a Notary Public designation.
Supplemental Information & Physical Requirements
The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.
Women, minorities, and individuals with disabilities are encouraged to apply.
Employment with the City of Casper is contingent upon a successful background screen and pre-employment drug test.
As a condition of employment, the successful candidate must utilize direct deposit for payroll purposes.
Driving records are required for all new employees regardless of the position's driving requirements. If the employee has not held a Wyoming driver's license for the last three years, the employee must provide at their own initiation and expense a driving record from their previous state(s) of residence.Women, minorities, and individuals with disabilities are encouraged to apply.
Employment with the City of Casper is contingent upon a successful background screen and pre-employment drug test.
As a condition of employment, the successful candidate must utilize direct deposit for payroll purposes.
Physical and Environmental Conditions:
City of Casper employees in data creation and modification, security sensitive or safety and protective positions are subject to pre-employment drug testing. Some employees may be subject to random drug testing if their responsibilities include:
Positions in this class typically require: stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, talking, hearing, seeing and repetitive motions.
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Incumbents in this position work indoors in an office environment and are subject to the common noises associated with office work including telephones, copiers, and printers. The position requires frequent sitting, typing, and customer contact, both by telephone and in person.
City of Casper employees in data creation and modification, security sensitive or safety and protective positions are subject to pre-employment drug testing. Some employees may be subject to random drug testing if their responsibilities include:
- Emergency response/rescue
- Handling or working with hazardous materials, including chemicals as well as solid and liquid waste
- Operating or maintaining water and wastewater systems
- Writing or modifying code, maintaining or modifying City data systems including work on networks, servers, and communication systems
- CDL operations and driving
- Operating power-driven machinery or equipment
- Creating or modifying health, financial, security and or risk documents or assessments
- Working with or directing minors
Positions in this class typically require: stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, talking, hearing, seeing and repetitive motions.
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Incumbents in this position work indoors in an office environment and are subject to the common noises associated with office work including telephones, copiers, and printers. The position requires frequent sitting, typing, and customer contact, both by telephone and in person.
Working at the City of Casper
The City of Casper offers a variety of benefits to qualifying full-time employees. For more information on any of our benefits, please call Human Resources at (307) 235-8344.
For full-time positions:
Benefit Programs: Look at these amazing benefits:
- State of Wyoming - CIGNA Health
- Delta Dental
- VSP Vision
- Medical Reimbursement Account, Flexible Spending
- MASA Supplementary Ambulance Care
- Voya Supplementary Hospital, Accident, and Critical Illness Plans
- Short-term and Long-term Disability Options
- Life Insurance
- 457/IRA Retirement Options
- Employees Family Assistance Program (EFAP) Free Counseling Services
- Pet Insurance
- Legal Shield/ID Shield
- Eleven (11) Paid Holidays Annually
- Wyoming Retirement System - Retirement Income for life. Employer match exceeds employee contribution.
- Public Employee Pension Plan:
- Employer 9.37% Employee 9.25%
- Law Enforcement Pension Plan
- Employer 16.30% Employee 4.5%
- Paid Fire B Pension Plan
- Employer 17.80% Employee 9.45%
- Public Employee Pension Plan:
- Accruals
- General Employees - 7.69 bi-weekly hourly accrual (through year 4, then increases incrementally)
- Sworn Police Employees - 9.23 bi-weekly hourly accrual (through year 4, then increases incrementally)
Fitness incentive time off program: Opportunity to earn additional paid time off by participating in the Police Department fitness testing program.
Tuition Reimbursement: Reimbursement % is based on grade level received. Includes books and some fees.
Public Service Loan Forgiveness (PSLF): The City of Casper may qualify you to receive student loan forgiveness under the Public Service Loan Forgiveness. Visit https://studentaid.gov/pslf/ to learn more and understand whether you may be eligible.
CredibleMind: Mental health and wellness resources at healthynatrona.crediblemind.com. This robust platform offers:
Assessment Tools
- 21 different mental health assessments to help you understand your wellness needs
Extensive Resource Library
- Over 100 mental health and well-being topics
- Articles, podcasts, insights, tips, facts, videos, apps, books, and current news
- Interactive Learning Lab with wellness series and practices
- Community resources and online courses
Employee Assistance Program: Free counseling available to employees and their immediate family members.
Ergonomic Assessments: Review of your workstation and recommendations made by our Risk Management team to ensure a safe and comfortable work environment.
Additional Benefits and Annual Fun Events:
Service Awards Luncheon - To recognize and celebrate years of service, employees who reach a 5-year milestone with the City are invited to an annual luncheon. This event includes catered food, awards, and great door prizes.
Annual Employee Golf Tournament- Swing into Fun: Join us for our annual employee golf tournament. This event is typically in late Summer at our Municipal Golf Course and offers food and door prizes. Open to current employees, retirees, and family members.
Employee Holiday Breakfast– Indulge in a delicious hearty breakfast and enjoy the company of the great employees at the City of Casper. We invite all employees to kick off the holiday season with our Annual Holiday Breakfast.
Chili Skate Night– Lace up your skates! Get ready to glide and slide at our Employee Chili Skate Night at the Casper Ice Arena. Employees and their families are invited to join us for an evening of icy fun and delicious chili.
Wellness Programs – Drawings for cash prizes for participants. Free access to the Casper Recreation Center for qualifying employees.
Leadership and Employee Development – We believe in nurturing talent, empowering individuals, and cultivating a culture of growth and success. Human Resources provides employee training and mentoring opportunities to foster leadership and employee development within our organization.
Salary : $38,189 - $51,542