Administrative Services Coordinator

This is a full-time non-exempt position responsible for supervising and coordinating the daily operations of
the Police Department front office. The position reports directly to the Lieutenant of Support Services and
provides direct on-site oversight of non-sworn administrative personnel. This position promotes efficient
operations improves communication enhances accountability and ensures consistent professional service
to the public. Through hands-on leadership and operational oversight this position significantly strengthens
the overall management and effectiveness of the front office including the Records Unit and Municipal
Court Clerk.

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive.
Other duties may be required and assigned.

• Provides direct on-site supervision of non-sworn front office personnel including Records Clerks and the
• City Court Clerk
• Coordinates and manages daily staff schedules to ensure continuous front office coverage during normal
• business hours.
• Oversees daily front office operations including police records functions City Court administrative duties
• and public interactions.
• Ensures accuracy timeliness and compliance of work products with departmental policies records
• retention requirements and applicable laws.
• Monitors and processes public records requests including JustFOIA requests and ensures legally compliant
• report redactions.
• Ensures proper filing record maintenance and adherence to established records retention schedules.
• Prepares and submits required monthly and annual reports and statistics.
• Ensures all City Court-related administrative responsibilities are completed accurately and on time.
• Monitors the Tennessee Incident-Based Reporting System (TIBRS) compliance. Ensures that monthly data
• submissions are within acceptable error rate and are on time. Ensures that all personnel who are RACs and
• Alt-RACs maintain their certifications and training.
• Supervises the alarm permit registration and false alarm violation process ensuring accurate tracking
• timely processing of permits and consistent enforcement of false alarm penalties in accordance with
• departmental policy and applicable municipal code
• Trains mentors and evaluates non-sworn personnel; ensures staff maintains required certifications.
• Identifies operational issues and recommends improvements to workflows procedures and efficiency.
• Assists with departmental logistics and administrative support functions as assigned.
• Performs related duties as required to support departmental operations.

Minimum Training and Experience Required to Perform Essential Job Functions
Associates degree or coursework in Criminal Justice Public Administration Business Administration or a
related field required; or any equivalent combination of education training and experience which provides
the requisite knowledge skills and abilities for this job. Requires familiarity with public records laws
retention requirements and confidentiality standards; experience processing public records or FOIA
requests; experience with records management systems or court management software; strong customer
service experience in a public-facing role; and experience supervising administrative or clerical staff.
(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM
ESSENTIAL JOB FUNCTIONS
PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of automated office
machines which includes a computer printer copier facsimile machine calculator telephone etc. Must be
able to use body members to work move or carry objects or materials. Must be able to exert up to twenty
pounds of force occasionally and/or up to ten pounds of force frequently. Physical demand requirements
are at levels of those for sedentary to light work. Work is performed primarily in an office environment
within the Police Department with frequent interaction with the public sworn personnel court personnel
and city employees and may require sitting standing walking and performing repetitive clerical tasks for
extended periods with occasional schedule adjustments based on operational needs.
DATA CONCEPTION: Requires the ability to compare and or judge the readily observable functional
technical structural or compositional characteristics (whether similar to or divergent from obvious
standards) of data people or things.
INTERPERSONAL COMMUNICATION: Requires the ability of speaking and/or signaling people to
convey or exchange administrative information. Includes giving assignments and/or directions to coworkers
or assistants.
LANGUAGE ABILITY: Requires the ability to read a variety of informational documentation directions
instructions policies procedures and legal requirements related to the job of Administrative Services
Supervisor. Requires the ability to write reports schedules evaluations and correspondence with proper
format punctuation spelling and grammar using all parts of speech. Requires the ability to speak with and
before others with poise voice control and confidence using correct English and a well-modulated voice.
INTELLIGENCE: Requires the ability to learn and understand moderately complex principles and
techniques; to make independent judgments in the absence of direct supervision; to exercise supervisory
judgment in directing the work of subordinate staff; and to acquire knowledge of topics related to the job of
Administrative Services Supervisor.
VERBAL APTITUDE: Requires the ability to record and deliver information to supervisors and
officials; to explain procedures and policies; and to follow verbal and written instructions guidelines and
objectives.
NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; add and subtract totals;
multiply and divide; determine percentages; determine time and weight; and utilize statistical inference.
FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length width and shape
visually with office equipment.
MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using automated office
equipment.
MANUAL DEXTERITY: Requires the ability to handle a variety of items office equipment control
knobs switches etc. Must have the ability to use one hand for twisting or turning motion while coordinating
other hand with different activities. Must have minimal levels of eye/hand/foot coordination.
COLOR DISCRIMINATION: May require the ability to differentiate colors and shades of color.
INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people (i.e. subordinate staff
supervisors sworn personnel the general public and city officials) beyond giving and receiving
instructions including training mentoring and evaluating subordinate personnel and interpreting
departmental policies and procedures. Must be adaptable to performing under stress when confronted with
emergencies competing priorities or conflict resolution related to the job of Administrative Services
Coordinator.
PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (talking - expressing or
exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear).

KNOWLEDGE OF JOB
Has thorough knowledge of office management principles and supervisory practices and of the policies
procedures and activities of the City and Police Department as they pertain to the supervision of front office
and administrative operations. Has working knowledge of records management principles public records
laws retention requirements and confidentiality standards as well as City Court administrative processes
and procedures. Is able to supervise train mentor and evaluate subordinate staff effectively and to ensure
staff maintain required certifications. Is able to interpret and apply departmental policies procedures and
legal requirements including processing public records and JustFOIA requests and ensuring legally
compliant report redactions. Has strong organizational and time-management skills with close attention to
detail and is able to manage multiple tasks and prioritize workload in a fast-paced environment. Is able to
communicate effectively both orally and in writing and to interact professionally with the public sworn
personnel and city staff. Is proficient with standard office software and records management systems and
is able to identify operational issues and recommend improvements to workflows procedures and
efficiency.
REVIEW PROCESS:
The Chief of Police shall conduct an annual review of this General Order and shall make necessary
revisions.
CANCELLATION:
This order will remain in force until revoked or superseded by competent authority.

Equal Employment Opportunity Statement

The City of Spring Hill is an Equal Opportunity Employer and does not discriminate based on race color religion sex national origin age disability genetic information veteran status or any other characteristic protected by applicable federal state or local law.

Reasonable Accommodation

The City is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA). If you require a reasonable accommodation during the application or selection process please contact the Human Resources Department at .

Job Description Disclaimer

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties responsibilities or qualifications. The City reserves the right to assign modify or remove duties and responsibilities as operational needs require.

Nothing in this job description creates an express or implied contract of employment. Employment with the City remains at will unless otherwise provided by applicable law or written agreement.