Office Manager - Police Department at City of Brookings

Job Title:  Office Manager         

Department:  Police

Supervisor:  Chief of Police

FLSA Status:  Nonexempt

Grade:  25 (2025)

Union Code:  NA

Revised:  10/28/2025

Job Summary

Under the direction of the Chief of Police, the Office Manager provides vital administrative and operational support to ensure the efficient functioning of the Police Department. This position manages a wide range of administrative tasks, oversees the part-time Administrative Assistant, and serves as the Chief’s primary administrative assistant. The Office Manager handles confidential personnel information, coordinates communications, and supports departmental operations with professionalism, accuracy, and discretion.

 Minimum Qualifications 

• Associates degree in Business Administration, Public Administration, or related field. Bachelor’s Degree preferred.
• Three to five years of progressively responsible administrative or financial management experience, preferably in a government or public safety environment.
• Proficient in Microsoft Office Suite, digital document management systems, and records management system. 
• Ability to pass an extensive criminal history background investigation to include no prior serious misdemeanor or felony convictions.
• Ability to become a Notary Public for the State of South Dakota
• Must be legally authorized to work in the United States; this position does not support visa sponsorship.

Major Duties (Essential Function) 

• Frontline communications: Screen and route calls; respond to public and interdepartmental inquiries; provide information on departmental services and direct requests to the appropriate contact
• Calendar & travel logistics: Schedule and confirm appointments, trainings, and travel; prepare required travel and expense reports.
• Budget & finance support: For Police, Community Service Unit, and E911: Track revenues and expenditures; monitor departmental budgets; assist with annual budget and periodic financial reporting; process invoices and bills for payment; request accounts receivable invoices for contracted services and other billable items; serve as the point of contract for administration of grants, as well as fine and fee schedules; purchase and maintain office supplies
• Document production & records: Draft and distribute correspondence, contracts, activity/citizen records, and reports in line with policy; create worksheets, spreadsheets, tables, and summary/statistical reports (including monthly and year-end accident, offense/incident, and traffic safety reports); establish and maintain filing systems and office supply inventory.
• E911 Board support: Serve as secretary by preparing and distributing packets and agendas, recording minutes, and preparing bills, applications, and legal notices for public hearings and meetings.
• Payroll administration: Review and correct timecards; complete maintenance forms; submit payroll information to Finance; maintain payroll records for all departmental employees.
• Human resources coordination: Collaborate with HR in the hiring and onboarding of new employees, ensuring required documentation, access, and departmental orientation are completed.
• Records management & compliance: Enter, update, and retrieve data in the Records Management System (RMS) with a high level of accuracy; ensure confidential information and criminal history records are handled, stored, and retained per state and federal law; develop internal procedures to ensure CJIS-related compliance.
• Court coordination & enforcement tracking: Coordinate court dates for citations; manage warning letters; track fine payments; oversee processing of daily arrests, citations, accidents, and offense/incident reports for the Clerk of Courts; assist the Police Administrative Assistant as needed.
• Cash handling: Receive payments for fines, reports, and other transactions. Prepare deposits, verify accuracy of supporting documentation, and deliver all deposits and related materials to the City Finance Department in a timely and secure manner. 
• Interagency reporting: Produce department summary statistics and interagency reports with the County. 

Supervisory Responsibilities

• Plans, schedules and assigns work to clerical personnel and provides instruction and training in new methods and procedures.   Checks and approves work where appropriate and assists the Chief of Police in conducting yearly performance reviews of subordinates.

Marginal Duties

• Attend training, seminars and workshops as deemed necessary.
• Perform all duties in compliance with safety standards and policies established by the City.
• Perform other job-related duties as deemed necessary and additional duties, tasks, or responsibilities as assigned.

Physical Demands/Work Environment (Essential Function)

• Frequent use of computers, telephones, and standard office equipment.
• Regularly required to sit for extended periods and perform repetitive hand motions.
• Occasional standing, walking, bending, reaching, or lifting of objects up to 40 pounds.
• Work is performed primarily in an office setting within the Police Department.
• Work environment is typically quiet to moderately busy, with frequent interruptions.
• Occasional local travel for meetings, training, or departmental errands.
• Consistent and regular in-person attendance is required to perform the essential duties. 

Mental Complexity/Interpersonal Contacts (Essential Function)

• Ability to generate data-driven reports and dashboards for budget tracking, staffing, and performance metrics
• Ability to effectively use modern office equipment, technology, and software. Familiar with cloud-based collaboration tools (e.g., SharePoint, OneDrive, Teams)
• Demonstrates knowledge of bookkeeping, payroll processes, and general office practices and procedures.
• Able to compose clear, professional correspondence and communicate effectively in both written and verbal form.
• Communicates courteously and professionally with the public, coworkers, and outside agencies.
• Exhibits strong organizational and multitasking skills to manage multiple priorities efficiently.
• Maintains confidentiality and exercises discretion when handling sensitive information and records.
• Able to manage frequent interruptions while maintaining accuracy and attention to detail.
• Works cooperatively and maintains positive working relationships within the department and across the organization.
• Regular interaction with department staff, law enforcement personnel, and members of the public.  
• Exposure to confidential and sensitive information requiring discretion and professionalism.

Pre-employment Screening

• Pre-employment screening may include, but are not limited to, the following:  references, criminal background, credit history, drug and alcohol screening, medical history questionnaire, and pre-employment physical.        

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job‐related tasks other than those specifically presented in this description.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.