Executive Assistant

Job Title: Executive Assistant
Department: Police
Reports To: Chief of Police
Open Date: January 25, 2023
Close Date: Open Until Filled
Salary: $25.58 per hour

Job Summary:
The Executive Assistant to the Chief of Police performs a wide array of high-level administrative functions in addition to routine clerical duties in support of the Chief of Police and other Command Staff members of the Department. This individual functions as the main contact for the Chief of Police and Command Staff with the public, employees, internal City department staff and others having business with the Police Department. The Executive Assistant assists with personnel matters, including coordination with Human Resources, works with Finance on departmental purchase orders, develops presentations, contributes to the development and maintenance of the Department budget(s), conducts research and prepares reports. This individual creates correspondence and handles public relations as directed. This position may be assigned to supervise other administrative staff members. The Executive Assistant works independently with moderate discretion under the general supervisor of the Chief of Police.

Essential Duties & Responsibilities:
Perform the function of executive assistant to the Chief of Police and Command Staff;

Answer the phone, screen calls, take messages and route appropriately;

Respond to inquiries, research issues and recommend action on behalf of the Chief;

Develop and distribute Chief’s correspondence, manage Chief’s communications and mail;

Prepare meeting agendas, take, prepare and distribute meeting minutes and notes;

Schedule and arrange meetings as directed by the Chief; prepare and coordinate the Chief’s calendar;

Handle sensitive and delicate public relations situations and personnel issues with a high degree of confidentiality and in a courteous, professional and timely manner;

Maintain Departmental budget records, process and monthly reports as directed;

Sort, organize and file Departmental information and maintain Departmental filing system with records retention program and policy;

Serve as Department liaison between various City divisions and departments, the Mayor’s office and City Council representatives;

Work with Finance on departmental purchase orders;

May serve as the Department activities and events coordinator;

Act as primary point of contact for the Chief and Command Staff;

Research, collect, and analyze information; develop briefs and prepare reports;

Respond to requests by the public or other department for information and materials;

Prepare and/or assists Chief/Command Staff to prepare and finalize PowerPoint presentations;

Inventory, order and receive office and other supplies;

May supervise other administrative personnel;

Schedule, develop, maintain and collect all electronic paperwork for Oral Boards/Interviews, including electronic data bases;

Performs other duties as assigned.

Job Specifications:
Requires a high school diploma and a minimum of two years of college in Public Administration, Business, Criminal Justice or related field;

Associates and/or Bachelor’s Degree preferred;

Requires a minimum of five years progressively responsible administrative support experience;

Two years of supervisory experience in preferred;

Work experience within the public sector or in public safety preferred;

Or, any combination of education and experience sufficient to perform the essential duties of the job.

Knowledge, Skills & Abilities:
Must have demonstrated excellent professional verbal and written communications skills;

Requires the ability to accurately account and track budgetary expenditures and produce appropriate reports;

Requires the ability to work with frequent interruptions;

Must have exceptional organizational skills and the ability to effectively establish priorities and complete multiple competing and time-dependent projects with superior attention to detail;

Must be able to establish and maintain effective relationships with leadership, peers and others;

Requires the ability to perform mathematical calculations sufficient to manage budget duties;

Requires exceptional tact and diplomacy when dealing with sensitive public relations issues or internal personnel issues;

Must demonstrate anticipatory thinking and the ability to address potential issues before they occur;

Must be able to work in a fast-paced and demanding environment;

Requires a high degree of proficiency with Microsoft Suite including Microsoft Teams, Word, Excel, PowerPoint, Outlook, OneNote, OneDrive and the ability to learn proprietary or industry-related software;

Proficient in Publisher and Canva.

Work Environment and Physical Demands:
Work is usually performed in an office environment with moderate noise level;

Constantly requires sitting at a desk or computer terminal for long periods of time and the ability to lift up to 15 lbs.;

Constantly requires clarity of speech and hearing, which permits the employee to communicate effectively with the public and other department members;

Constantly requires clear vision to read printed materials and computer screen to accomplish work;

Constantly requires repetitive movement of the wrists, hand, and /or fingers;

Constantly requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks;

Occasionally may require assist with and attending Department or City sponsored special events or activities after hours.

Travel Requirements
Local travel is occasionally required;

Some in-state travel may be required for training.