What are the responsibilities and job description for the Executive Assistant to the Chief of Police (54968) position at CITY OF COCOA BEACH?
EXECUTIVE ASSISTANT TO THE CHIEF OF POLICE
POLICE DEPARTMENT
This is an exempt position with a starting annual starting salary of $50,211.20 depending on experience. This includes a generous benefits package including health, dental, vision and life insurance, 11 paid holidays, PTO (paid time off), and more.
GENERAL STATEMENT OF JOB
Under general supervision, this position independently performs high-level administrative support and public-facing duties for the Office of the Police Chief. The incumbent assists the Police Chief with overall departmental operations, including maintaining personnel records, processing payroll data, and managing various confidential files. Key responsibilities include screening visitors and inquiries, managing the Chief's calendar, and handling departmental correspondence and mail. Additionally, this role provides support to the Training function and reports directly to the Police Chief.
SPECIFIC DUTIES AND RESPONSIBILITIES
ESSENTIAL JOB FUNCTIONS
Executive Assistant to the Police Chief provides high-level administrative support. Manages the Chief’s calendar, conducts pre-meeting research, and prepares performance appraisals, documents, and reports. Manages the Automated Training Management System (ATMS) for certifications, salary incentives, and mandatory retraining. Oversees training logistics, including database maintenance for firearms and tactical certifications, external course scheduling, and travel arrangements. Provides financial stewardship by monitoring training budgets, managing city P-cards, coding transactions, and processing educational reimbursements. Additionally, tracks department-wide evaluation cycles to ensure timely personnel reviews across all staff levels.
ADDITIONAL JOB FUNCTIONS
Serves as the liaison between the Police Chief, the public, and Department personnel.
Coordinates the grievance procedure and assists with internal communications.
Assists in preparing the annual departmental budget.
Facilitates the City’s Citizen Academy Program.
Administers ID proximity cards and FOBs.
Performs other related duties as assigned.
Requirements: Candidates must pass Florida Criminal Information Center (FCIC) and National Criminal Information Center (NCIC) background checks to access Florida Department of Law Enforcement (FDLE) databases.
Qualifications:MINIMUM TRAINING AND EXPERIENCE
College-level coursework in public administration, business administration, or a related field, and five years of progressively responsible clerical and administrative experience; or an equivalent combination of training and experience that provides the required knowledge, skills, and abilities.
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED
TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Candidates must be physically able to operate various office equipment, including mobile smartphones, computers, calculators, copiers, and scanners. Must be able to exert in excess of 25 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or 15 pounds of force constantly to move objects. Work involves walking and standing for prolong periods of time. Physical demand requirements are for Light Work.
Salary : $50,211