Executive Assistant

Job Description

This is complex and difficult non-sworn secretarial work. Work includes the performance of a variety of complex secretarial administrative and technical tasks. Work includes considerable contact with officials of other departments, agencies, and with members of the public. The work requires the exercise of considerable initiative, independent judgment and discretion in the performance of duties. Work is reviewed for the achievement of desired results.

Duties and Responsibilities

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

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  Types all correspondence generated by the Police Chief from oral and written dictation, including requisitions, check request, and reports. Types correspondence, briefs, affidavits, reports, contracts, agreements, and newsletters
• Organizes information flow to and from the Chief’s Office. Coordinates assignments and communication for police command staff and others
• Researches and documents issues as directed by the Chief of Police. Coordinates special events for the Chief’s Office and department
• Maintains Chief’s calendar; briefs Chief for meeting; prepares documents. Organizes, prioritizes, and responds to the Chief’s email and external correspondence
• Prepares City Council agenda items for the department. Prepares and types personnel "action forms" for the division. Prepares and maintains all departmental personnel files
• Sorts, screens and processes all police department incoming mail. Composes letters and memos to personnel, other departments, citizens, community groups and outside agencies for the Chief of Police
• Schedules appointments, meetings, hearings, community and organizational talks for the Chief of Police. Answers the telephone for the Chief. Receives complaints by telephone and in person from citizens and directs them to the appropriate personnel
• Maintains a log of citizen requests from the City Manager and action taken. Maintains relatively complex files and classified material to be filed. Maintains a variety of complex records
• Orders office supplies. Safely operate city vehicles, as needed, for various administrative tasks. Performs other work as directed by the Chief of Police

Typical Qualifications

Education and Experience:

Additional Information

Knowledge of:

• City processes and associated deadlines, city software, city policy, government regulations
• Modern office practices and procedures including the use of standard office equipment and computer applications such as word processing, database, and spreadsheet applications
• Administrative procedures and communication practices

Skill in:

• Exceptional customer service
• Identifying and addressing challenges that arise while maintaining productivity and efficiency

Ability to:

• Facilitate effective teamwork with colleagues and stakeholders; foster positive relationships and achieve common goals
• Maintain the confidentiality of information