Police Executive Assistant

Job Summary
Performs a wide variety of complex, responsible, and confidential administrative and clerical responsibilities in direct support of the Police Chief and Assistant Chiefs for the Bryan Police Department.
Essential Job Functions

• Responds to telephone, e-mail, or in-person inquiries from citizens, City staff, and other agencies; exercises discretion in determining the nature of such inquiries and where and how they may be most appropriately expedited.
• Composes, types, reviews, and/or edits a variety of correspondence, reports, forms, meeting minutes, flyers, invitations, presentations, and other specialized materials ranging from routine to complex. Often handles confidential/sensitive information.
• Assists with maintaining calendars; schedules meetings, appointments, conferences, training, and travel arrangements, as needed. Processes travel and training expenses.
• Coordinates and plans promotion, retirement, and award ceremonies; assists with other department functions/events, as needed.
• Assists with meeting preparations; attends meetings and prepares meeting minutes, as needed.
• Completes and monitors the flow of all necessary documents related to personnel matters.
• Serves as the initial point of contact for most City departments, including off-duty scheduling and billing.
• Maintains a master list of department employee information including phone number, address, duty assignment, seniority, work extension, and vacation/sick/holiday/comp time balances.
• Performs records management for the department by organizing and maintaining paper and electronic records and files, scanning documents into City’s imaging system (LaserFiche), and ensuring compliance with records retention guidelines. Responds to open records requests, as needed.
• Prepares a variety of fiscal, administrative, operational, and other specialized reports on a monthly, annual, or as-needed basis.
• Maintains a high level of understanding of interdepartmental processes to assist in facilitating appropriate communication and referral of tasks.
• Provides general administrative/clerical support including data entry, filing, copying, scanning, faxing, ordering office supplies, and processing incoming/outgoing mail.
• Troubleshoots office equipment issues and schedules maintenance with the IT Department or the appropriate equipment vendor, as needed.
• Assists with special projects and other related duties, as assigned.
• Responds regularly and promptly to work.

Minimum Qualifications
Required:

• High School Diploma or GED , plus additional experience, training, and/or course work in business, public, or office administration.
• Must possess at least four (4) years of directly related office experience performing administrative, clerical, financial, or similar office support responsibilities in a professional office environment.

Preferred:

• Additional higher education such as an Associate’s/Bachelor’s degree or completion of a vocational program in office administration.
• Experience directly supporting executive-level staff and/or managing an office.

Equivalent combinations of education, experience, certification, and training may be considered.

Licenses, Certifications & Special Requirements

• Texas Class C driver’s license with a good driving record as measured by the City’s evaluation system.
• Must be able to pass an extensive pre-employment background check. (Applicants must not possess a felony or Class A misdemeanor conviction; or a Class B misdemeanor conviction within the past 10 years.)