Executive Assistant (to the Chief of Police)

Primary Objective

Examples of Duties

• Ensures the effective and efficient operation of the Office of the Chief of Police by providing a high level of direct support to the Chief of Police, which includes working directly with department and city staff, as well as the public.
• Apply strong organizational skills with a high degree of accuracy in supporting the timely flow of information and appropriate follow-up on a wide variety of daily tasks and special projects for the Chief of Police, including but not limited to 1) daily review of emails, 2) calendar scheduling and maintenance, and 3) arrangement and processing needs of travel.
• Supports the Chief of Police and respective Command Staff by attending meetings, taking notes, preparing and distributing material, and tacking progress for possible follow-up, when applicable. Coordinate and attend annual Command Staff Planning Retreat.
• Apply general knowledge of the MN Government Data Practices Act and work closely with staff in providing timely responses to the public’s request for City data.
• Work closely with staff and respective public agencies in processing grants, agreements, and respective certificates of insurance through legal review to final execution.
• Draft or edit variety of correspondence and confidential documents, to include working closely with Commander of Core Values in the processing of Internal Investigations and maintaining their respective file retention.
• Respond to inquiries and requests from members of the public, organizational partners, and city staff in an accurate and professional manner.
• Work closely with Executive Assistant to Command Staff and provide backup for the following tasks in their absence: 1) on and off-boarding of personnel, 2) review and process daily bulletins and administrative announcements, 3) produce an internal document for a city-wide publication to city council and staff, and the 4) coordinate and assist in internal ceremonies and programs. Maintaining rosters is a shared and on-going task.
• Gather information and produce an internal newsletter once a month.
• Reconcile City-issued P-cards for this position and the Chief of Police, safeguarding all receipts for this process. Review and approve, on behalf of the Chief of Police, purchases, funding codes, and receipts of command staff members that answer directly to the Chief of Police after their P-card has been reconciled. Once a year, provide Finance with an edited version of a department-wide P-card list that documents the holder’s first and secondary approvers and the primary fund account they fall under.
• Track and process city council agenda items for the department, meeting all city required deadlines and processes.
• Performs other related duties as apparent or assigned.

• Ability to balance competing demands and successfully prioritize tasks, including working independently with minimal supervision.
• Excellent skills in Microsoft Outlook, Word, Excel, and PowerPoint, with the ability to learn additional software programs/applications required for use by other internal city processes.
• Strong oral and written communication skills.
  • Ability to read and effectively summarize material, accurately proofread written documents, and finalize drafts for distribution.
  • Knowledge of and ability to speak proper English and utilize such in written documentation.
• Ability to apply good judgement, make decisions where appropriate, and anticipate and initiate next steps.
• Ability to maintain a high level of confidentiality; to act and share information with discretion.

Minimum/Desirable Qualifications

• One of the following combinations of education and experience:
  • A high school diploma AND at least six years of responsible administrative support experience.
  • An Associate’s degree AND at least four years of responsible administrative support experience.
  • A Bachelor’s degree or higher AND at least two years of responsible administrative support experience.
• Present a level of comfort in incorporating new and progressive software applications.

• Administrative support experience working directly for either a county sheriff, chief deputy, chief of police, or assistant/deputy chief.
• General understanding of utilizing AI applications, with a strong preference for hands-on experience applying such AI tools/methods.
• Experience in the use of the following software applications: Benchmark (policies/procedures/evaluations), GovDelivery (newsletter), Laserfiche Forms (processing of legal documents), and Granicus/PEAK (processing of city council documents), Webex, and Microsoft Teams communication systems.

Supplemental Information

Benefits for regular, full-time employees of the City of Bloomington (with the exception of 24 hour firefighters and 24 hour fire fighter/paramedics) include the following:

• 10 days paid vacation per year
• 13 days paid personal leave per year
• 13 paid holidays per year
• 12 weeks paid parental leave
• Employee health and dental insurance
• Paid employee life insurance
• Paid employee disability insurance
• Employer/employee paid pension
• Deferred compensation
• Tuition assistance program
• Health club membership reimbursement
• Flexible spending account
• Employee Assistance Program
• Other optional benefits
• Great suburban location, on bus line
• Free employee parking

• (Union contracts may vary from the above list.)