Executive Assistant

Job Title: Executive Assistant to Police Pay Grade: E
Administration

Department: Police Department Date: December 17, 2024

Reports to: Department Head FSLA Status: Non-exempt

General Statement of Duties

Performs a variety of administrative support, secretarial tasks, and records processing in an
office and works independently performing duties requiring ability to interpret and apply
departmental rules and regulations to a variety of situations.

Distinguishing Features of the Class

Employees in this class perform a wide variety of administrative support, secretarial, and
office management duties. Work generally requires that employees independently handle certain
activities such as information processing, fiscal controls, computer systems administration, or a
special aspect of a program of office activity. The administrative support duties require
considerable tact and discretion in handling sensitive or confidential matters. Work requires a
broader knowledge of more specialized office operations in order that the role may perform at a
competent level in representing the supervisor or manager. Work requires independence and self-
initiative in activities, such as communications, both written and oral. May provide technical
assistance to other support positions. Precedent-setting situations are referred to higher level
supervisors. Guides may include a variety of verbal instructions, written manuals and instructions,
as well as comprehensive rules, statutes, and regulations. Work is performed under the
supervision of the department head and is evaluated through observation, conferences, and the
quality and effectiveness of work completed.

Duties and Responsibilities

Essential Duties and Tasks

• Secures information via telephone or personal contact; selects appropriate

• Handles confidential or sensitive information in an appropriate manner; may require

• Handles timesheet processing, accounting and budgetary actions, such as ordering

• Serves as contact with the purchasing and finance operations; approves bills for

• May serve as secretary to one or more boards by developing agenda, making

• Interprets a variety of rules, regulations, and information on the organization's

• Operates a computer with related data files and generates correspondence,

• Some positions may serve as office manager or lead worker and may coordinate

• May be responsible for evaluating staff members’ technology skills and assists in

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providing or locating resources for skills enhancement; may be involved in
developing an office website.

• Reviews and verifies records and reports for correct information; processes

• Requests information using forms or direct contact; compiles information from data

• Maintains sensitive activity records and files; initiates appropriate follow-up or

• Based on review of office records or reports, identifies potential inconsistencies;

Additional Job Duties

• May organize and direct special programs and activities for the organization.

• Serves as back-up for positions within the organization.

• Performs related duties as required.

• Expert knowledge of Microsoft Office, Word, Excel Powerpoint Suite
  

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities

• Thorough knowledge of office practices and procedures.

• Considerable knowledge and ability to use sophisticated computer technology,

• Considerable knowledge of working with data, statistics, figures, and arithmetic.

• Working knowledge of City functions to which assigned and related policies,

• Ability to be tactful and courteous in communicating information to customers and

• Ability to use judgment in organizing and establishing priorities and work assigned.

• Ability to record information, handle cash deposits, and balance figures.

• Ability to maintain effective relationships with supervisors, employees, and the

• May need the ability to plan, organize, monitor, evaluate, and delegate duties to

• Accuracy and the ability to transcribe, dictate and review minutes as needed.

• Must be able to physically perform the basic life operational functions of fingering, grasping,

• Must be able to perform sedentary work exerting up to 10 pounds of force occasionally

Desirable Education and Experience

• Graduation from business school and 2 years administrative support, secretarial, clerical, or

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Provisions for Review and Revision

As specified in General Order 100-20, this job description is reviewed every four (4) years with
revisions made as determined by the Chief of Police and the Command Staff. This review is the
responsibility of the Assistant Chief.

Reviewed 08/15/2024 by Command Staff- Chief M.W. Barrow, Assistant Chief, V.W. Johnson,
Captain C. Ball (Operations Division), Captain J. Ferguson (Services).