Executive Assistant - Police

General Statement of Duties/Supervision

Classification Summary

Provides highly responsible and confidential administrative support to the Police Chief and Police Department leadership. Coordinates executive schedules, communications, and administrative operations while supporting the efficient functioning of the Police Chief’s office.

The position manages sensitive and confidential information, prepares executive correspondence and reports, coordinates meetings and departmental initiatives, and serves as a key administrative liaison between Police Department leadership, City administration, partner agencies, and the public. Work requires sound judgment, discretion, attention to detail, and the ability to operate effectively within a public safety environment.

• Senior-level administrative support role requiring independent judgment, professionalism, and a high degree of confidentiality.
• Serves as a central coordination point for the Police Chief’s office and department leadership.
• Regularly interfaces with command staff, City leadership, regional partners, and community members.
• Work frequently involves confidential information related to personnel, legal matters, public safety operations, and departmental initiatives.
• Requires the ability to manage competing priorities in a dynamic environment typical of public safety organizations.

Essential Job Duties

Executive & Administrative Support

• Provides executive-level administrative support to the Police Chief, including complex scheduling, meeting coordination, travel arrangements, and logistical planning.
• Prepares, reviews, and organizes correspondence, reports, briefings, presentations, and executive materials.
• Tracks and monitors departmental priorities, meeting agendas, and follow-up actions.
• Ensures the Police Chief is prepared for meetings, presentations, and community engagements through briefing materials and coordination.

Office & Records Management

• Organizes and maintains executive office files, records, and information systems consistent with City policies and public records retention requirements.
• Oversees incoming correspondence, calls, and inquiries directed to the Police Chief’s office and routes items appropriately.
• Maintains administrative records and ensures confidentiality of sensitive information.
• Coordinates with designated records staff regarding public records requests and records management practices.

Financial & Administrative Coordination

• Assists with administration of the Police Department executive office budget by tracking expenditures, reconciling records, coordinating with Finance, and supporting budget reporting activities.
• Processes invoices, tracks administrative expenditures, and assists with purchasing or financial documentation as assigned.

Coordination & Communication

• Serves as a liaison between the Police Chief’s office and City leadership, other departments, regional partners, and public safety agencies.
• Coordinates meetings, events, and communications involving command staff, elected officials, and partner organizations.
• Responds to public inquiries and coordinates appropriate responses with professionalism and discretion.

Project & Program Support

• Provides administrative coordination for departmental initiatives, programs, and special projects.
• Compiles, analyzes, and summarizes information to support departmental reports, presentations, and briefings.
• Coordinates logistics for meetings, events, and community engagements involving the Police Department.

Leadership & Collaboration

• Supports a professional, collaborative environment within the Police Department and across City departments.
• Participates in Administrative Professionals meetings and supports implementation of Citywide administrative standards.
• May provide guidance, coordination, or training to other administrative staff as assigned.

Perform other related duties as assigned.

• Knowledge of modern office practices, procedures, and administrative operations.
• Advanced proficiency with Microsoft 365, document management systems, and communication tools.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent writing, editing, and proofreading skills for professional correspondence and reports.
• Strong interpersonal skills and the ability to exercise discretion, diplomacy, and sound judgment.
• Ability to interpret and apply City policies, procedures, and public records requirements.
• Ability to maintain confidentiality of sensitive or privileged information.
• Ability to communicate effectively with executive leadership, law enforcement personnel, elected officials, and the public.

Selection Criteria

Minimum Qualifications

• High school diploma or GED and at least five (5) years of progressively responsible administrative or executive support experience; or
• Associate’s degree in business or public administration and at least three (3) years of progressively responsible administrative experience; or
• An equivalent combination of education and experience that provides the knowledge, skills, and abilities to perform the essential functions.

Special Requirements:

• Must be bondable and maintain confidentiality of privileged information.
• Valid Washington State Driver License and acceptable driving record.

• Associate’s or bachelor’s degree in business, communications, or public administration.
• Experience providing executive support in a municipal, public sector, or public safety environment.

Other information (if any) specific to this position

Decision Rights & Problem Solving

• Exercises independent judgment in prioritizing assignments, managing administrative operations, and handling confidential information.
• Determines appropriate routing and response to inquiries directed to the Police Chief’s office.
• Identifies opportunities to improve administrative processes and workflow efficiency.
• Refers policy, legal, or operational decisions to appropriate authority.

• Received: General supervision from Police Administrative Manager and Police Chief. Work is evaluated for accuracy, timeliness, discretion, and adherence to City standards.
• Exercised: May provide functional guidance or training to other administrative staff.

• Internal: Police Chief and command staff, Police Administrative Manager, City Administrator, Department directors, other City departments and administrative staff.
• External: Residents, businesses, vendors, other government and law enforcement agencies, community organizations, and regional partners.

• Computers and standard office software
• Microsoft 365 (Outlook, Word, Excel, Teams)
• Document management and e-signature platforms
• Multi-line phone systems
• Copiers/scanners
• Postage/mailing equipment
• Electronic records systems

Work is performed primarily in an office or administrative environment. Duties may involve prolonged sitting, standing, walking, and repetitive hand or wrist movements associated with computer use. The position may require occasional bending, reaching, or light to moderate lifting of office materials or equipment.

Work may include attendance at meetings, site visits, or public events, which may require travel to various locations. Some assignments may involve interacting with the public in stressful or contentious situations or working under deadlines and competing priorities.

Reasonable accommodations will be provided for qualified individuals in accordance with applicable laws.

Employees are expected to perform their duties in a manner that supports equity, safety, integrity, and professionalism. This includes following all safety policies and procedures, treating coworkers and the public with respect, and conducting work ethically and responsibly.

The City of Tumwater is an Equal Opportunity Employer (EOE) and does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

The City of Tumwater is committed to wellness, safety, the environment and racial equity.