Executive Assistant - Police Department

Please submit the General Employment Application for this position to HResources@homesteadfl.gov

General Function

This is a highly specialized and responsible administrative position requiring exceptional organizational and leadership skills. The Executive Assistant will play a key role in overseeing all departmental administrative workflows and processes, identifying inefficiencies, and implementing scalable structures to support the department’s growth and operational goals.

The position involves advanced administrative work, independent judgment, and a comprehensive understanding of departmental policies, city governance, and public safety operations. The Executive Assistant will assist the Chief of Police in planning, organizing, and executing operational and administrative objectives. A high level of confidentiality, professionalism, and discretion is essential.

Reports To

Chief of Police

Supervisory Responsibilities

All Departmental Administrative Support Staff

Essential Duties And Responsibilities

• Oversee administrative workflows, identify deficiencies, and implement improvements to enhance efficiency and streamline operations.
• Develop and document scalable processes to support departmental growth and evolving needs.
• Coordinate departmental administrative functions, including budget tracking, scheduling, and records management.
• Serve as a liaison between the Chief’s office and other city departments, ensuring effective communication and coordination.
• Maintain and update departmental policies, procedures, and manuals, ensuring compliance with applicable regulations.
• Assist in preparing operational and strategic reports by gathering and analyzing data to support informed decision-making.
• Manage and maintain the Chief’s calendar, correspondence, and confidential files.
• Supervise clerical staff, including task delegation, performance evaluations, and providing necessary training.
• Coordinate the preparation of City Council and other official meeting materials for the Chief.
• Support onboarding processes for new hires and manage administrative aspects of hiring, promotions, and retirements.
• Ensure compliance with state and local administrative standards, including training certifications and recordkeeping.
• Respond to public records requests and maintain records in accordance with state guidelines.
• Manage departmental technological tools, such as time-keeping systems, subpoena processing, and intranet updates.
• Provide high-level support for departmental audits, accreditation processes, and compliance initiatives.
• Build a robust administrative infrastructure capable of scaling with departmental growth.
• Identify and address inefficiencies in workflows and processes.
• Support leadership with high-level operational and strategic initiatives.
• Performs other related duties as required or as directed.
  
  

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Qualifying individuals with disabilities may be provided reasonable accommodations to enable them to perform the essential functions.

Type Of Appointment/Work Hours

• Full-time/Regular in-person position.
• Standard workweek, which is forty (40) hours of work per week usually consisting of five (5) days of eight (8) hours per day or four (4) days of ten (10) hours per day. The workday may be varied for the efficient delivery of public service.
• Will be required to work other than the standard workweek on occasion, including evenings, weekends, and/or holidays.
• Will be required to work occasional overtime or shift assignments, if applicable.
  
  

Physical And Environmental Demands Or Conditions

The physical and environmental demands for this position have been listed on the last page of this description. Physical and environmental demands must be met to successfully perform the essential duties and responsibilities of this position.

Requirements

• A Bachelor's degree in Business Administration, Public Administration, Criminal Justice, Law, or a related field.
• Alternatively, a high school diploma is required with a minimum of 15 years of progressive experience in a related executive-level administrative role, including process improvement and workflow management.
• Proven ability to identify inefficiencies and implement process improvements.
• Strong organizational skills with the ability to develop scalable administrative structures.
• Expertise in Microsoft Office Suite (Word, Excel, PowerPoint) and database management systems.
• Excellent communication and interpersonal skills to foster collaboration across the department and city leadership.
• Analytical ability to compile data, prepare detailed reports, and evaluate workflows for process optimization.
• High level of discretion, professionalism, and confidentiality.
• Must possess a valid Florida driver's license with a clean driving record.
• Must pass an extensive background investigation which includes, but is not limited to, criminal history screening, a psychological evaluation, polygraph examination, and a Driver’s License review.
  
  

Core Competencies

• Judgment - Sound decisions based on fact; uses logic to solve problems.
• Quality of Work - Performs work thoroughly, accurately, and professionally.
• Reliability - Timely and consistently completes assigned work; consistently reports to work and is punctual.
• Safety - Committed to ensuring a safe environment and complies with applicable safety standards.
• Technical Capability - Applies knowledge to identify issues and works to develop skills; demonstrates knowledge of techniques, skills, and equipment.
  
  

Work Authorization/Security Clearance

• The employee must successfully pass a background screening process and comply with the City’s Drug-Free Workplace policy.
• The City will also verify the identity and employment authorization of individuals hired so the proper completion of Form I-9 is required, which includes the employee providing documents evidencing identity and employment authorization.
  
  

All of the above information is intended to indicate the general nature and level of work performed by employees in this position. This description is not intended to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this position. Duties, responsibilities, and activities may change at any time with or without notice.