Executive Assistant & Director of Special Projects - Police

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• Location:
  
  215 S. Dr. Martin Luther King, Jr. Blvd, Suite 200, South Bend, IN , United States
• Base Pay: $48,000.00 - $55,000.00 / Year

The Executive Assistant in the office of the Chief provides administrative support to the Chief of Police, Assistant Chief, Division Chief’s and the Office of Professional Standards. This position requires a great deal of discretion with the utmost confidentiality.

Not applicable.

• Disseminate and forward information, both written and verbal to the proper department/personnel, including requests for extra details and patrols.
• Filing and information management.
• Communicate and coordinate with other agencies and departments.
• Record and prepare minutes for Joint Labor Meetings and other meetings when required.
• Process paperwork and schedule Ride-Alongs.
• Process paperwork and maintain a log of Temporary Beer & Wine and/or other permits.
• Maintain personnel files for all sworn officers.
• Compose commendations, certificates, awards, and plaques.
• Extensive knowledge of the South Bend Officers Working Agreement for sworn officers.
• Extensive knowledge of the South Bend Police Duty Manual.
• Compose disciplinary letters from investigative information and reports.
• Provide documents required by City Legal Department including Access to Public Records Requests, Request for Production, Personnel Files, etc.
• Work closely with department personnel, city legal, Mayor’s office, and other city/county officials to answer questions concerning policy and procedure.
• Gather, compose, and copy all documents related to the Board of Public Safety and/or Merit Board for the department including:
  • 1. Resignations
  • 2. Promotions
  • 3. Demotions
  • 5. Hirings
  • 6. Commendations
  • 7. Monthly Statistical Information
  • 9. Special Commissions
  • 10. Other documents or requests as required
• Schedule and maintain appointment calendar for the Chief and assistant Chiefs including meetings, public appearances, receptions, speaking engagements, etc.
• Prepare and forward job postings within the Department and maintain file of applicants.
• Prepare and post temporary and permanent job transfers and assignments, including changes in personnel, shifts, and pertinent information for Notes on Bulletin, and General Orders.
• Plan, coordinate, and assist special events for the department such as the Legislative Breakfast, Annual Awards Ceremony, Blood Drive, Memorial Service, and other PD-sponsored/initiated events, including but not limited to:
  Retirements, Key(s) to the City, BPS/Merit Board coins, etc.
• Maintain spreadsheets such as locker assignments, retired/resigned officer contact information, and off-duty employment requests and records.
• Make initial and replacement  for personnel and HR218 cards for retired officers.
• Prepare daily detail for personnel assigned to the Chief’s office and have knowledge of UKG operation.
• Monitor dispatch calls for emergencies and ensure the Chief and other administrative personnel are notified or apprised of applicable, especially emergency, situations/incidents.
• Provide additional support and assistance in the efficient, effective operation of the Chief’s office.
• Provide guidance and assistance to the department Secretaries and Administrative Assistants.
• Provide guidance and oversight to the department’s financial specialists.
• Management and scheduling of multiple conference meeting areas.
• Knowledge and operation of RMS and CAD systems.
• All other duties assigned, needed, or requested.

• Assist with special or assigned projects and perform miscellaneous tasks as requested, needed, or necessary (e.g., Food Pantry, Cops-n-Goblins, National Night Out, Memorial Service, etc.).

• High School Graduate or equivalent.
• A minimum of five years executive office management skills preferred.
• Experience in working with public is essential.
• No criminal or excessive traffic record.

• High level of confidentiality is a must.
• Must have problem-solving ability and excellent communication skills.
• Proven track record regarding the handling of confidential material.
• Knowledg…