Executive Assistant - Office of the Chief of Police (Civil Service)

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Job Summary

Job Description

Overview

The Executive Assistant - Office of the Chief of Police provides senior level administrative support to the Chief of Police, executive staff, department heads and oversees, directs, and monitors the administrative tasks. Performs research, report writing, coordination of tasks and schedules, making various executive arrangements, and assisting other administrative projects to ensure effective division operations. Works under minimal supervision with extensive latitude for the use of initiative and independent judgment.

Essential Functions

1 Provides senior level support and assistance to the Chief of Police, executive staff, and department heads; organizes and schedules meetings, maintains calendar, prepares important documents, coordinates travel arrangements, including registration for conferences, hotel, flight, and transportation. Coordinates time and deadline logistics, answers phones, and provides exceptional administrative support.

2 Communicates, interacts, and engages with citizens, executives, department heads, businesses, government, and various other agencies to obtain information and resolve administrative problems; maintains a positive relationship with stakeholders; interprets policies and procedures and makes administrative decisions.

3 Assists, supports, and participates in the hiring and personnel management processes; initiates requisitions, provides correct forms, participates in interviews, and supports personnel actions; provides training and professional development opportunities as requested.

4 Provides interpretation of processes, procedures, and policies; directs staff and answers questions regarding rules, regulations, or policies.

5 Act as the point of contact among executives, employees, and other external businesses/organizations, and law enforcement agencies.

6 Manage information flow in a timely and accurate manner.

7 Maintains electronic project database and processing of invoices.

8 Oversee, manage, and supervise the performance of other clerical staff.

9 Act as an office manager by keeping up with administrative functions and office supply inventory.

10 Format information for internal and external communication – memos, emails, presentations, reports.

11 Screen and direct phone calls and distribute correspondence.

12 Organize and maintain the office filing system.

13 Performs any and all other work as needed or assigned.

Knowledge, Skills, and Abilities

1 Knowledge of correct grammar, spelling, and punctuation.

2 Knowledge of human relations and supervision.

3 Thorough knowledge of police department.

4 Thorough knowledge of public administration as related to the department or function.

5 Knowledge of principles of management and ability to supervise.

6 Ability to devise solutions to administrative problems and to plan, assign, and delegate responsibility.

7 Ability to handle high level administrative issues, and to coordinate the work of others.

8 Ability to analyze and solve work related problems.

9 Knowledge of accepted business practices and procedures involved in providing services and of applicable rules, regulations, and policies.

10 Knowledge of the City's payroll, accounting, or purchasing procedures.

11 Ability to use office machines including copier, fax machine.

12 Ability to coordinate meetings, travel, and detailed schedules.

13 Ability to write clear and accurate reports/correspondence.

14 Ability to deal tactfully and courteously with the public and other city employees.

15 Ability to handle difficult and unusual situations.

16 Ability to analyze information and develop sound conclusions.

17 Communicating effectively verbally and in writing.

18 Ability to establish and maintain an effective working relationship with all levels of management, city officials, business organizations, other government agencies, employees, and the general public.

MINIMUM QUALIFICATIONS:

EDUCATION:

High School diploma or GED

EXPERIENCE:

Five (5) years in office management, office administration, or office assisting: preparing correspondence or contract files for executive leadership, organizing and/or maintaining databases, records and/or filing systems.

EQUIVALENCIES:

Associate degree (or higher) in any field plus three (3) years of the required experience will meet the education and experience requirements.

OTHER REQUIREMENTS:

• •Must pass an intensive background investigation and drug test.
• •No Felony or Class A Misdemeanor convictions.
• •No Class B Misdemeanor convictions within the last ten (10) years.
• •No family violence convictions.
• •Cannot currently be on deferred adjudication for any Felony, Class A, or Class B Misdemeanor.

Salary Range

$62,379.20 - $76,585.60

The salary listed on this job posting is the starting salary range; amount offered will depend upon qualifications.

City of Dallas is an Equal Opportunity Employer.