ADMINISTRATIVE ASSISTANT II (EXECUTIVE LEVEL)

Performs highly responsible and confidential administrative work in support of the Chief of Police and Police Command Staff. This position serves as the primary administrative and communications liaison for the Chief’s Office, ensuring the efficient coordination of executive-level functions within the Police Department. Work involves independent judgment, strong organizational skills, and the ability to manage sensitive information with discretion and professionalism.

Distinguishing Features of the Class

This position differs from other administrative support roles by its proximity to departmental leadership and the high degree of trust, confidentiality, and professionalism required. The Administrative Assistant to the Police Chief exercises independent decision-making in managing the Chief’s schedule, correspondence, records, and communication with internal and external stakeholders. The role is responsible for anticipating the administrative needs of the Chief’s Office, supporting departmental goals, and maintaining smooth information flow across the command structure.

• Provides direct administrative and clerical support to the Chief of Police, including managing calendars, appointments, meetings, and official correspondence.
• Screens visitors, phone calls, and communications directed to the Chief’s Office; exercises sound judgment in prioritizing and routing information.
• Prepares confidential memoranda, reports, and presentations on behalf of the Chief and Command Staff.
• Coordinates department-wide communications, announcements, and briefings as authorized by the Chief.
• Tracks and assists with follow-up on internal and external requests, ensuring timely responses.
• Maintains official department records, digital files, and correspondence logs in compliance with public records laws and City retention schedules.
• Attends staff or command meetings as requested; records minutes and distributes summaries.
• Assists in the preparation and formatting of performance reports, budget requests, and annual summaries.
• Supports onboarding and coordination for department events, ceremonies, and community programs.
• Reviews, routes, and processes invoices, purchase requests, and travel authorizations for the Chief’s Office.
• Serves as a point of contact between the Chief’s Office and internal divisions regarding administrative operations.
• Maintains strict confidentiality regarding investigations, personnel matters, and sensitive department information.
• Performs other related duties as assigned.
• Thorough knowledge of modern office practices, procedures, and equipment.
• Strong command of grammar, business writing, and document formatting.
• Ability to handle confidential and sensitive information with tact, discretion, and professionalism.
• Skill in using Microsoft Office Suite, Tyler MUNIS, and other City information systems.
• Ability to communicate effectively, both orally and in writing, with staff, City officials, and the public.
• Demonstrated organizational ability to manage multiple priorities and deadlines.
• Knowledge of municipal government structure, police operations, and chain of command preferred.
• Ability to establish and maintain effective working relationships with departmental personnel, other City departments, and external partners.
  
  

Education And Experience

• Associate degree in Business Administration, Office Management, or related field.
• Five (5) years of progressively responsible administrative experience, preferably in a law enforcement or government setting.
• Equivalent combination of education and experience may be considered.
  
  

Physical Requirements And Working Conditions

• Work is performed primarily in an office environment, requiring extended periods of sitting and computer use.
• Must be able to lift up to 20 pounds occasionally and perform standard office tasks.
• Position may occasionally require flexible hours to support departmental events, meetings, or emergent operational needs.
• Must possess or be able to obtain Notary Public certification within six (6) months of hire.
• Must have a valid North Carolina Driver License.