What are the responsibilities and job description for the Executive Assistant to Chief of Police position at City of New Berlin?
Under Direct Supervision of the Chief of Police, this position coordinates and performs a wide variety of confidential and complex administrative duties. Work requires the exercise of initiative, independent judgment, and discretion in handling various duties.
- Provides administrative support to the Chief of Police and Command Staff requiring a high degree of confidentiality.
- Coordinates the appropriate and orderly flow of department inquiries and communications between the public and staff.
- Screens and refers callers, answers various inquiries, and provides information on departmental policies and procedures.
- Assists with employee timekeeping reports and serves as the department liaison to the HR and Payroll department to ensure accurate and timely payroll processing for department staff.
- Creates various documents including PowerPoint presentations, annual reports, staff directories, department forms, and manuals.
- Serves as budget manager for the Police Department by implementing and supervising appropriate bookkeeping and departmental budget controls, including accurate processing of all departmental claims and other accounts.
- Responsible for monitoring budgetary line items and other resources such as federal/state grants, donations and special accounts.
- Assists the Human Resource Department with the hiring process for the police department personnel.
- Responsible for handling confidential personnel information. Maintain secure storage of personnel files, administrative investigation files, psychological files, LODD/Emergency contacts, and purging of records according to department directives.
- Assists the Chief of Police and Command Staff in researching and preparing reports, records, or confidential correspondence for the Police & Fire Commission, Common Council and Mayor’s office.
- Serves as direct support for the department’s accreditation manager.
- Maintains inventory for necessary office supplies. Responsible for service, care, replacement of office equipment.
- Assists with the scheduling and registering of department training. Ensures related invoices are paid and attendance is properly documented.
- Assists with employee recognition and plans internal department events.
- Manages departmental mail system.
- All other duties as assigned.
- Knowledge of departmental rules, regulations, procedures, and functions.
- Knowledge of the procedures involving governmental accounting and budgeting.
- Ability to understand and effectively carry out complex oral and written instructions.
- Ability to establish strong interpersonal skills and maintain effective working relationships with coworkers and citizens, and to deal with public relations courteously and tactfully.
- Ability to maintain office records, compile complex data, and prepare accurate reports.
- Ability to communicate effectively, both verbally and in writing.
- Thorough knowledge and skill in the operation of varied software programs, computers, and other standard office equipment.
- Strong organizational skills with ability to work independently.
- Computer proficiency in Microsoft Suite, and ability to learn new software.
- Ability to type 60 words per minute
- Associate’s degree in administrative assistant/administrative professional field, or a related field; or any equivalent combination of related education and progressively responsible experience.
- Minimum five (5) years’ experience in professional level support role
- Bachelor’s Degree
- Experience working within a police department or municipality
- Tasks involve extended period of sedentary work.
- Times where exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
- Task involves extended period of time at a keyboard.
- None. This position is not substantially exposed to adverse environmental conditions.
- The task requires close visual acuity to perform various activities.
- The task requires oral communications ability.
- The task requires sound perception.
