Executive Assistant

Executive Assistant II

Under administrative direction, the incumbent provides administrative support for the Chief of Police. Work involves coordinating departmental correspondence, answering the phones, greeting the public, managing calendars, attending meetings and composing a variety of letters, memoranda, and instructions.

The position requires an extensive depth of expertise and knowledge in specializing functions or business areas that can be used to develop policies and procedures as well as determining efficient and innovative ways to accomplish the City's strategic priorities.

• To support the vision, mission, and guiding principles of the city.
• Skills in public/employee relations and problem-solving. Ability to handle multiple tasks simultaneously. Must have effective communication skills, and the ability to work in a fast-paced environment.

• Coordinates and manages departmental correspondence; responds to requests and inquiries made to the chief of police as necessary;
• Receives inquiries and complaints from the public; coordinates with others as necessary to obtain the required information; may compose appropriate written responses;
• Assists in researching and preparing reports; acts as a liaison to expedite the flow of information;
• Receives visitors, schedules appointments, and provides customer service for information requests; may open, sort and distribute mail;
• Coordinates activities to ensure timely submission of documents or information that may be required of several staff personnel to complete a major project;
• Composes a variety of letters, memoranda, instructions, and other documents on own initiative or from brief notes or oral instructions;
• Performs administrative functions for the police department, including purchasing, ordering, and tracking supplies;
• Manages calendar for the Chief of Police; coordinates meetings and appointments;
• Prepares various weekly and monthly reports;
• Attends meetings; prepares agendas and detailed meeting minutes;
• May assist the Municipal Court on court days by processing payments and performing other administrative duties as needed;
• Performs other related duties as assigned.

Job has recurring work situations involving high degrees of discretion. The need for accuracy and effective utilization of available resources is high. Errors in judgment could cause disruptions to the City's mission and adversely impact the attainment of the City's goals. Incumbent operates under the direction of the Chief of Police.

Contacts are across the entire City community and in a leadership capacity. Community contact is a critical component of success in developing goodwill and support of City programs and initiatives.

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

Minimum Training and Qualifications Any combination equivalent to experience and education that could likely provide the required knowledge and abilities

• Associate's degree, preferred, or two years of college coursework
• At least three (3) years of previous administrative work experience in a Police Department preferred
• GCIC Certification
• Experience with budgets and grants
• Equivalent combination of education and experience

Knowledge,

Skills and Abilities

• Basic knowledge of the practices and procedures involved in law enforcement DDS recordkeeping and confidentiality.
• Knowledge of City policies, procedures, codes, ordinances and applicable State, Federal and local laws;
• Knowledge of City geography;
• Knowledge of modern office practices, methods, equipment, and standard clerical procedures;
• Knowledge of recordkeeping techniques;
• Knowledge of statistical recordkeeping techniques;
• Knowledge of basic bookkeeping practices;
• Knowledge of basic math and accounting practices;
• Knowledge of appropriate contacts for related…