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Senior Executive Assistant to the Chief of Police
2 months ago
POSITION SUMMARY
Under general oversight, this role encompasses a range of essential, confidential, and intricate administrative and secretarial responsibilities in support of the Chief of Police and Command staff. The position demands the exercise of independent judgment, discretion, and initiative to facilitate effective communication and information flow among various City Department Heads, Police Department personnel, and the public.
KEY RESPONSIBILITIES
- Execute a diverse array of executive administrative tasks for the Chief of Police, including the management of the Chief's calendar and scheduling.
- Organize and coordinate the Police Department's official representation at events and programs.
- Assist command staff by alleviating administrative burdens, addressing complaints, and aiding in the resolution of operational issues.
- Engage directly with community members seeking to meet with the Chief of Police, addressing their concerns and directing unresolved issues to the appropriate supervisor.
- Screen communications and manage the flow of paperwork through the Chief's office, ensuring requests are evaluated and directed appropriately.
- Draft, format, edit, and proofread a variety of documents, including reports and correspondence, while responding to routine inquiries independently.
- Sort and manage incoming mail and maintain organized office records, overseeing the Chief's filing system and tracking significant transactions.
- Maintain personnel records for all Police Department staff.
- Process various Police Department permits, ensuring compliance with requirements and making approval decisions.
- Prepare payroll documentation and timesheets for department personnel.
- Track and manage performance evaluation schedules for Police Department employees.
- Collaborate with the Administrative Sergeant on training travel arrangements and process travel requests and expense reports.
- Provide assistance at the front counter during peak times, including answering calls and directing the public.
- Develop manuals for departmental and city use.
- Manage the Police Department's petty cash.
- Perform additional related duties as assigned.
QUALIFICATIONS
Knowledge, Skills, and Abilities:
- Understanding of the organizational structure and operational procedures of the Police Department.
- Familiarity with administrative principles and practices, including office management and supervision.
- Proficiency in office procedures and equipment, including relevant software applications.
- Ability to conduct fiscal and administrative research and prepare reports.
- Strong written and verbal communication skills, including proper telephone etiquette and customer service techniques.
EDUCATION AND EXPERIENCE
A combination of education and experience that provides the required knowledge and abilities is essential. Typically, this includes a high school diploma or GED and five years of progressively responsible administrative experience, particularly in sensitive environments. Additional training in administrative functions or experience within a law enforcement agency is advantageous.
LICENSES/CERTIFICATES
A valid Class C California Driver's License with a clean driving record is required and must be maintained throughout employment.
WORK ENVIRONMENT
This position is primarily office-based, involving significant public interaction and frequent interruptions. The work environment may include exposure to challenging situations due to the presence of a jail facility.
