Administrative Assistant to the Deputy Chiefs of Police

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties to provide direct or indirect service to the citizens may be assigned.

• Provide executive-level administrative support to the three Deputy Chiefs of Police

• Coordinate with the Executive Assistant to ensure seamless support across the Chief’s Office and share information and updates as appropriate

• Manage calendars and coordinate meetings for the Deputy Chiefs, prioritizing the most sensitive and time-critical matters; and, to include providing an optimal work-life balance

• Serve as a primary point of contact for internal and external stakeholders by screening calls, managing inquiries and emails, and prioritizing correspondence

• Maintain accurate and organized records, files, and databases, including confidential materials such as personnel files, internal affairs and disciplinary documents, memorandums of understanding, contracts, and other sensitive documents

• Process documents for signature and route them through the chain of command, tracking due dates, and following up as needed

• Prepare, proofread, and edit reports, memorandums, correspondence, presentations, and other documents, ensuring accuracy and consistency

• Attend meetings as assigned, take minutes, and follow up on action items to ensure timely completion

• Assist with budget-related administrative tasks such as purchase requests, invoice processing, expense reports, and tracking of office supplies

• Help coordinate special projects, community engagement initiatives, ceremonies, and department events by conducting research, preparing materials and providing logistical support

• Assist with day-to-day operations of the Deputy Chiefs' bureaus, including supplies, equipment maintenance, scheduling of shared spaces, and facility coordination

• Ensure compliance with city policies, procedures and regulations, and with department directives and records-retention requirements

• Assist in drafting and updating office procedures and reference materials as needed

• Handle sensitive and confidential information, including criminal justice information, with discretion and professionalism, always maintaining confidentiality

• Foster positive working relationships with city department heads, elected officials, community members, sworn and civilian personnel, and external agencies to support effective communication and collaboration

• Collaborate with other administrative staff and command staff to ensure coordination and communication across the organization

• Undertake special assignments and ad hoc tasks as delegated by the Deputy Chiefs or the Executive Assistant to demonstrate flexibility and adaptability in responding to changing needs

Additional Duties 

Additional duties and responsibilities, as assigned, may include the following:

• Other duties to provide direct or indirect service to the citizens

• When unusual situations occur or the City Manager declares a State of Emergency, all City employees may be required to accept special assignments and perform as needed to ensure appropriate delivery

• Fill in as acting Executive Assistant to the Chief of Police, as needed

Supervisory responsibilities

This position has no supervisory responsibilities.

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

EDUCATION AND EXPERIENCE

• Bachelor's degree preferred or a combination of education and experience in administration, business, management or a related field, or equivalent relevant work experience

• Progressively responsible administrative experience in a fast-paced work environment, with demonstrated ability to manage shifting priorities, a large and varied workload, and tight deadlines. Requires strong attention to detail and the adaptability to take on additional duties as the needs of the office evolves

• Experience supporting multiple executives or senior leaders at the same time is preferred

• Experience in law enforcement, public safety, or government setting is preferred

KNOWLEDGE, SKILLS, AND ABILITIES

• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and demonstrated ability to learn new record and document management systems and scheduling

• Excellent written and verbal communication skills, including proofreading and editing

• Strong organizational and time-management skills, with the ability to prioritize competing requests

• Sound judgment, discretion and the ability to always maintain confidentiality

• Ability to interact professionally and courteously with department personnel, city officials, the public and outside agencies

• Ability to work both independently and as part of a team

• Must possess a valid Virginia driver's license and acceptable driving record according to City criteria. 
• Must pass a thorough background investigation, polygraph and credit examination, and a drug and alcohol screen.  
• Must successfully complete IS100 and IS700 National Incident Management (NIMS) training within 90 days of employment.  May also be required to complete higher levels of NIMS training as determined appropriate for the position.
• Must be able to obtain and maintain certification or clearance for access to criminal justice information systems, as required by the department.
• Notary Public, preferred, or the ability to obtain it within 90 days of employment.

Salary : $50,003 - $55,016