Office Manager - Tribal Police Department chez Pokagon Band of Potawatomi Indian

Commitment to Citizen Service

Service encompasses all aspects of the Pokagon Band of Potawatomi Indian’s governmental operations.  Every employee shares the responsibility to provide exemplary service, dignity, and respect to all Tribal Citizens, the Tribal Council, and staff members.  To this end, all employees have an obligation to identify and report any service problems, issues, or concerns and through designated channels, initiate, recommend, and actively participate in solutions.  

Position Summary: 

Responsible for managing the offices of the Police Department and responsible for maintaining ongoing contact with the field Officers through radio and telephone communications. 

Essential Functions:

•    Provide for daily administrative support functions for the Tribal Police department.

•    Obtain Bureau of Indiana Affairs (BIA) reports and summarize the information into a very comprehensive, detailed document and submit to BIA, Administrative personnel, and the Chief of Police on a monthly basis.

•    Maintain BIA files on a monthly basis for official BIA auditing and agency self-auditing purposes

•    Complete the monthly Tribal Council Report via compiled data from the InterAct, the Community Resource Officer, and Emergency Management Information; enter this same data into KPI system.

•    Compose and edit a variety of correspondence, reports, and other documents for department personnel.

•    Operate telephone system to answer, screen, or forward phone calls, provide information and take messages in a timely manner.

•    Perform fingerprinting on the Livescan machine.

•    Update and maintain the Tribal Police website.

•    Perform administration functions such as maintaining police records, copying documents, preparing charts/graphs and meeting minutes, developing policies and procedures, coordinating department calendars for use of shared spaces, etc.

•    Assist the Chief of Police with the management of obtained grants to include purchasing and compliance with the granting partners.

•    Assist the Chief of Police on planning, maintaining, and executing budget plans for the department. 

•    Coordinate and oversee annual police physicals

•    Process Criminal Jurisdiction in Indian Affairs (CJIS/SLEC) training applications and licensing documents required for all officers

•    Process ILEA Waiver Program applications for new officers not licensed in the State of Indiana

•    Process MCOLES Recognition of Prior Training & Experience (RPTE) applications for new officers not licensed in the State of Michigan

•    Process department invoices, purchase orders and reimbursements for officers working on FBI Task Force assignments

•    Onboarding new employees including coordination of pre-employment psychological exams & de-activating exiting employees to ensure proper access to all systems

•    Coordinate travel arrangements for approved trainings

•    Redact video footage from the Utility/Polaris system

•    Maintain MITN records and prepare annual MCOLES Registration

•    Maintain personnel files

•    Maintain department credit cards

•    Supervise Administrative Coordinator 

Non-Essential Functions:

•    Maintain upkeep of Tribal Police Department office and common areas.

•    Perform other related functions as assigned. 

Equipment:

•    Standard office equipment.  

•    Systems used:  MS Office applications, E-Justice Reporting System, Iyetek, Dynamic Budgets, MITN, Karpel, Utility/Polaris

•    Motor vehicle under regular 

•    Two-way radios, desktop radios  

•    Protective gear required as necessary

Position Requirements:  

•    High School Diploma or GED.

•    Associate’s Degree from an accredited institution whose program of study has been recognized by the Council for Higher Education Accreditation or the United States Department of Education; equivalent sponsorship must be from a Police Department or work experience in lieu of degree.

•    FEMA NIMS certification is preferred. 

•    Eight (8) years of experience in a Public Safety Governmental office setting. 

•    Excellent communication and interpersonal skills; the ability to speak effectively and respond to questions in a professional manner at all times. 

•    Strong delivery of positive customer services skills and excellent communication skills, both oral and written.

•    Knowledge, intellect, temperament, and flexibility to work effectively in a fast-paced environment. 

•    Maintain confidentiality when dealing with police business matters. 

•    Must be proficient with MS Office applications and general office equipment such as copy machines, fax machines, calculators, printers, scanners, etc.

Indian Preference:

•    Pokagon Band Preference Code applies.

Physical Requirements:  

•    Ability to perform rigorous physical required.

•    Frequently subject to varying levels of stress in accordance with type of assignment.

Work Environment:

•    General office environment and outside environment. 

•    Local travel is necessary, so the ability to travel is required. 

Competencies:

•    Continuous Learning

•    Adaptability

•    Relationship Building

•    Organizational Savvy

•    Time Management/Priority Setting

•    Quality Focus

•    Exemplifying Integrity