Executive Assistant

This is skilled administrative and clerical work responsible for providing administrative support.  Work involves handling public contacts, maintaining a variety of complex records, and answering phone calls and maintaining meeting schedules. Work is performed under the supervision of the Chief of Police.

• Provides administrative support to the Chief of Police; performs a variety of clerical and administrative functions for the department;
• Greets and directs visitors to the appropriate Department;
• Receives, opens, date stamps mail for the department director and routes mail to appropriate department personnel; distributes departmental mail;
• Schedules business, political, community, and interdepartmental meetings;
• Operates a computer to produce confidential reports, correspondence, and other documents from rough draft, written copy, oral instructions, and/or dictating machine; takes notes and minutes of meetings;
• Files and retrieves materials and data from the department’s computerized and manual filing systems; maintains the department's filing system; 
• Attends City meetings and functions as required;
• Completes special projects as assigned; 
• Performs other related duties as assigned.

Associate’s degree required; Bachelor’s degree preferred; five (5) years of progressively responsible administrative work, with some experience in the public sector preferred; equivalent combination of education and experience.

• Knowledge of modern office practices, methods, equipment, and standard clerical procedures;
• Knowledge of or ability to learn the department's rules, regulations, policies, and procedures;
• Knowledge of all municipal functions, contacts, and activities of various departments; 
• Skill in operating a computer;
• Skill in oral and written communications;
• Ability to learn, understand and apply the concepts, practices and procedures of the department;
• Ability to pay close attention to details; 
• Ability to handle several projects simultaneously; 
• Ability to understand and follow quickly and accurately oral and written instructions;
• Ability to prepare clear and concise reports and maintain accurate records;
• Ability to maintain alphabetical and chronological files;
• Ability to work independently without specific instructions;
• Ability to establish and maintain effective working relationships with city employees and the general public; 
• Completes special projects as assigned;
• Provides Administrative support to the department head;
• Attends City and Community meetings as assigned;
• Works with the Budget Supervisor in preparing the Police budget;
• Assist in ordering supplies;
• Assist with Payroll;
• Maintain accurate financial records for the police department;

Supervisory Controls:  Work is performed under the direct supervision of the Chief of Police. 
Guidelines: Guidelines include City and departmental policies and procedures and applicable ordinances.
Complexity:  The work consists of a variety of administrative and clerical duties.
Scope and Effect: The purpose of this position is to support the efficient operation of the assigned department through coordination of a wide variety of administrative and clerical duties.
Personal Contacts: Contacts are typically with the Legal Department, co-workers, vendors, other City employees and the general public.
Purpose of Contacts: Contacts are typically to give and exchange information and to provide services.
Physical Demands: The work is typically performed with the employee sitting at a desk.  The employee uses tools or equipment requiring dexterity.  
Work Environment:  The work is typically performed in an office.
Supervisory and Management Responsibility:  There are no supervisory responsibilities.