Administrative Services Coordinator

Administrative Services Coordinator

Salary

$24.60 - $28.52 Hourly

Location

Spring Hill, TN

Job Type

Full-Time

Job Number

202500121

Department

Police

Division

Support

Opening Date

07/29/2026

Closing Date

8/12/2026 11:59 PM Central

FLSA

Non-Exempt

• Description
• Benefits
• Questions

Description

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.

Examples of Duties

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.

Typical Qualifications

Minimum Training and Experience Required to Perform Essential Job Functions

Associate's 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.

Supplemental Information

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 HR@springhilltn.org.

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.

We offer an extensive benefits package:

We offer several medical insurance options for the entire family, and employer paid dental coverage for the employee (with the option to purchase additional coverage for dependents at a minimum cost) and vision insurance that you are eliglible for at the first of the month after your hire date.

We also provide $25,000 in employer paid life insurance, accidental death and dismemberment (AD&D), and employer paid Long Term Disability (LTD). Available for purchase are Short Term Disability (STD) and AFLAC policies (i.e., Critical Illness, Accident, and Life Insurance) for which you are eligible on the first day of the month after 60 days of employment

The City of Spring Hill participates in the Tennessee Consolidated Retirement System (TCRS), a defined benefit plan. In addition to mandatory participation in the pension, we also offer 401(k) and 457(b) retirement options. Like other public employees in Williamson County, our employees can enroll in discounted membership with Williamson County Parks and Recreation, and enjoy using the Longview Recreation facility, as well as any other facility in the system. You will also enjoy 13 paid holidays each year.

Employees earn one day of sick leave each month, which is immediately accessible. You will also earn 2 weeks of vacation during your first year of employment, one of which you can access after a 6-month introductory period, the remaining vacation is accrued monthly.

01

Do you have a valid, unrestricted drivers license?

• Yes
• No

02

Are you 21 years of age or older at the time of this application?

• Yes
• No

03

Have you ever been convicted or or pleaded guilty to or entered a plea of nolo contendere to any felony charge or to any violation of any federal or state laws or city ordinance relating to force, violence, theft, dishonesty, gambling, liquor, controlled substance or controlled substance analogues?

• Yes
• No

04

Do you have a High School diploma or GED equivalent?

• Yes
• No

05

Which of the following describes your highest level of MS Outlook proficiency?

• I do not have enough skills to meet the definition of Basic level below.
• Basic
• Intermediate
• Advanced

06

Which of the following describes your highest level of Adobe Acrobat proficiency?

• I do not have enough skills to meet the definition of Basic level below.
• Basic
• Intermediate
• Advanced

07

Which of the following describes your highest level of MS Access proficiency?

• I do not have enough skills to meet the definition of Basic level below.
• Basic
• Intermediate
• Advanced

08

Which of the following describes your highest level of MS Excel proficiency?

• I do not have enough skills to meet the definition of Basic level below.
• Basic
• Intermediate
• Advanced

09

Which of the following describes your highest level of Microsoft 365 proficiency?

• I do not have enough skills to meet the definition of Basic level below.
• Basic
• Intermediate
• Advanced

10

Which of the following describes your highest level of MS Word proficiency?

• I do not have enough skills to meet the definition of Basic level below.
• Basic
• Intermediate
• Advanced

Required Question

Employer Spring Hill, City of (TN)

Address 199 Town Center Parkway

Spring Hill, Tennessee, 37174