Executive Assistant, Police Department

SUMMARY: The Police Department Executive Assistant performs records and court-related work and provides administrative support to the Command Staff and the Williston Police Department. The position serves as the department’s liaison for human resources administrative support processes and supports the department’s operational, civic engagement, and communications functions.

• Greet and guide visitors to appropriate department members or external resource based on their needs.
• Fulfill approved records and accident report requests.
• Answer administrative/non-emergency phone calls, taking appropriate action by directing calls or answering general inquiries concerning events, services, and similar areas of interest.
• Screen, sort, and distribute incoming mail, and prepare outgoing mail daily.
• Complete registrations and travel arrangements for department members including the travel advance request using the per diem rate for the training location.
• Assist with organizing and updating department policies.
• Coordinate and schedule maintenance or other work on all department vehicles.
• Coordinate and schedule building maintenance, operations, service needs, and annual service contracts.
• Serve as evidence technician, including transporting evidence to the Vermont State Forensics Lab, and manage property room.
• Assist with or perform special projects and other duties as assigned by the Chief of Police or designee.

• Provide court-related documents to Chittenden County State’s Attorney’s Office as requested.
• Process expungement and sealing orders from the Court; maintain sealing orders consistent with current legal standards.
• Enter tickets, warnings, and trespass notices into computer aided dispatch (CAD) system.
• Process discovery requests from the States Attorney’s Office.
• Conduct preparation for criminal and Community Justice Center cases and manage retention of case files.
• Ensure the secure handling, confidentiality of legal and criminal proceedings.

• Manage citizen and business burglar alarms within the Town of Williston, including maintaining registrations, key holder information, and compiling information for billing and accounts receivable for police department responses to security alarms.
• Conduct VIN verifications for the public and compile information for billing and accounts receivable for VIN verifications conducted by department staff.
• Maintain an up-to-date list of all emergency door and gate codes for the Town of Williston.
• Collaborate with community groups and schools to provide information related to law enforcement, address concerns, and conduct crime prevention activities. Assign any community concerns to officers.

• Assist with the Department’s budget development including writing state and federal grants and assisting with Finance with annual eShare financial reporting relating to asset forfeiture.
• Prepare invoices daily with general ledger account for payment and approval by Chief or designee.
• Obtain new vendor paperwork, including W9, certificate of insurance and non-employee work agreements.
• Coordinate and maintain records of all department purchases, including office supplies, uniforms, janitorial supplies, vehicles, police equipment, and other items.
• Assist with payroll questions; submit and file time sheets and related grant-shift paperwork.
• Assist command staff with the maintenance of department property and equipment and prepare bid specifications for department equipment purchases and manage the bid process.

• Serve as the department’s liaison with Human Resources, coordinating and supporting HR administrative processes for the Police Department…