05/29/2026
Employment Opportunity - City of Albia
Part-Time Administrative Assistant / Secretary – Police Department
Employer: City of Albia Police Department
Position Title: Part-Time Administrative Assistant / Secretary
Work Schedule: 10 hours per week, Monday & Thursday, 12:00 p.m. to 5:00 p.m
Compensation: $24.50 per hour and not eligible for benefits (i.e., vacation, sick, etc.)
FLSA Status: Non-exempt
Position Summary
The Part-Time Administrative Assistant / Secretary performs confidential clerical, records, and front-office support work for the Police Department. This position supports case-file administration, report processing, court-calendar maintenance, records distribution, and general office operations.
Essential Duties and Responsibilities
• Maintains criminal case files.
• Records traffic citations, incident reports, arrest reports, and accident reports accurately and timely.
• Transcribes recorded interviews involving witnesses, suspects, and victims as assigned.
• Prepares, copies, and distributes case-file materials to the County Attorney, juvenile probation, the Department of Corrections, and other law enforcement agencies when arrests occur or when otherwise directed.
• Processes outgoing correspondence and records requests, including mailing criminal history or related records to authorized recipients in response to regular requests.
• Processes insurance-company requests for police reports and related records.
• Prepares and submits monthly Uniform Crime Reports.
• Updates and mails monthly intelligence-meeting notices to appropriate agencies.
• Files case and citation dispositions in the appropriate records.
• Maintains the department court calendar by posting officers’ court appearances, dates, and times.
• Provides general front-office management, including professional interactions with City staff and the public.
• Other duties as prescribed.
Required Qualifications
• High school diploma or equivalent; additional clerical or administrative training is preferred.
• Proficiency in typing and basic computer functions; experience with or ability to learn department software.
• Strong organizational skills and attention to detail.
• Ability to read, understand, and apply written and oral instructions.
• Ability to handle sensitive and confidential information with discretion.
Knowledge, Skills, and Abilities
• Knowledge of general office practices, records management, and clerical procedures.
• Skill in accurate data entry, document preparation, filing, and records maintenance.
• Skill in transcription and written communication.
• Ability to prioritize tasks and complete assigned work within limited weekly hours.
• Ability to maintain accurate calendars, files, and correspondence.
• Demonstrated ability to work professionally with coworkers, other departments, and the general public.
Physical and Work Requirements
• Sufficient visual ability to read materials and to perform the essential functions of the position.
• Ability to sit, stand, walk, bend, reach, and use hands for typing, filing, and routine office tasks.
• Ability to lift, carry, and move up to fifty pounds (50 lbs) of office items to shelving roughly six feet high.
• Work is primarily performed in an office environment within a police department setting with standard noises.
Confidentiality and Compliance
This position requires regular access to sensitive law-enforcement, court-related, juvenile, and other confidential records. The employee must maintain confidentiality and handle records in accordance with department policy and all applicable federal, state, and local requirements.
Terms of Employment
This is a part-time position scheduled for 10 hours per week and is not eligible for employer-provided benefits, including vacation and sick leave, unless otherwise required by law or later adopted by the employer. The selected candidate will be expected to work the regular schedule of Monday from noon to 5:00 p.m. and Thursday from noon to 5:00 p.m.
Disclaimer
This job description is intended to describe the general nature and level of work assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications, and the employer may revise the description as operational needs change. Iowa job-description guidance recommends a concise job summary and key duties framed with action verbs and focused on the responsibilities that are central to the role.
Equal Employment Opportunity
The City of Albia is an equal opportunity employer. Employment decisions should be made without regard to any status protected by applicable federal, state, or local law.
