Executive Assistant - Police Department

TOWN OF APEX

invites applications for the position of:

Executive Assistant - Police Department

ABOUT THIS POSITION:

EXPECTED HIRING RANGE: $53,841.00 - 65,955.00

WORK LOCATION: 205 Saunders Street, Apex, NC 27502

SCHEDULE: Monday-Friday, 8am-5pm

POSTING CLOSING DATE: March 20, 2025 at 7pm

This position requires a background investigation. Failure to complete and attach the Personal History Statement will result in disqualification from consideration.

WHAT YOU WILL BE DOING:

An employee in this position performs difficult work with a wide variety of advanced level administrative and office management responsibilities for a department executive, requiring a thorough understanding of departmental services, Town functions, their inter-relationships and their relationship to the total Town's operations. This position reports to the Department Director. This position does not have supervisory responsibilities.

A SAMPLE OF THE ESSENTIALS:

• Provides advanced-level administrative support to the Department Director.
• Manages the calendars for the Department Director and Assistant Director(s). Schedules meetings with internal staff, other departments, and outside agencies.
• Coordinates travel arrangements, to include completing registrations and securing lodging when appropriate. Completes travel requests and reimbursements.
• Oversees and ensures that the administrative functions of the department are effectively carried out. Supports the Department Director with various department projects, ensuring deadlines are achieved. Reviews confidential administrative paperwork for completeness. Reviews, routes, and maintains sensitive and confidential information and documentation.
• Conducts research, creates and edits correspondence and reports using a wide variety software.
• Answers phone calls, and appropriately resolves issues.
• Arranges for meetings and events by coordinating locations, notifying participants, and preparing documentation; arranges for food and beverages as appropriate; takes and prepares summaries or minutes as appropriate.
• Researches and prepares a variety of department specific records and reports; maintains a variety of spreadsheets and databases in support of departmental programs; completes studies and programmatic reports; Compiles data for special projects and various reports.
• Creates and manages complex payroll reports, tracking departmental overtime and leave balances.
• Manages various components of the department’s fiscal function.
• Organizes, coordinates, and/or represents the department on a variety of committees or at functions that may include Town Administration, other department heads, elected officials, and/or others.
• Independently sorts and forwards internal mail, correspondence and documents, as appropriate.
• Monitors and assists with payroll deadlines & approvals for department.
• Reviews and processes all invoices and travel reimbursements for the department; ensuring funds are allocated to the correct budget line item.
• Manages the department’s budget preparation process. Schedules budgetary meetings, complies data, and completes department’s budgetary documents. Generates budgetary reports and tracks department expenditures.
• Assists with department related contracts - preparation, routing, and tracking. Creates requisitions for equipment and services requiring purchase orders.
• Manages department’s procurement card transactions to ensure transaction are allocated to the correct budget line item, employees complete transaction sign-off in accordance with Town policy, and reconciles procurement card receipts and procurement card statements for the entire department.
• Provides administrative support to the department.
• Organizes, coordinates, and attends meetings as assigned; takes meeting minutes; types, assembles, and distributes meeting agendas, reports, manuals, and other materials; and maintains records.
• Creates reminders and checklists to ensure reports are completed and submitted in accordance with Town and department policies and procedures.
• Orders, issues, and maintains departmental equipment, supplies, and refreshments. Conducts price comparisons in order to ensure the most economical purchases are made. Manage department’s vendor account (Amazon, Office Depot, Staples, etc.) and places all applicable orders with these vendors.
• Manages department’s file systems.
• Maintains a complex system of confidential paper and electronic administrative and personnel files for the department in accordance with departmental, state, federal, and accreditation retention and disposal guidelines.
• Performs related duties as required.

WHAT YOU'LL NEED:

High School Diploma and a minimum of two (2) years of related experience.

WHO WE ARE:

Known as "The Peak of Good Living", the Town of Apex is a rapidly growing Wake County municipality with a current population of more than 75,000 and was ranked in 2015 as Money Magazine's Best Place to Live in America. Our current workforce is comprised of over 680 full-time employees and over 125 part-time/seasonal staff. Our Human Resources Department - with the support and confidence of Town leadership - is committed to providing best-in-class HR programs for our employees, with a mission to create a culture of empowerment and accountability that maximizes individual and organizational potential. We offer a generous benefits package, and have a highly competitive compensation program. More than that, the Town is an awesome place to work, as evidenced by the 96% job satisfaction rating received in the last employee opinion survey conducted with our employees.

WHAT WE OFFER:

Not only is the Town "The Peak of Good Living", but it's also a great place to work! We strive to "reach the peak" of being an employer of choice by providing competitive salaries and excellent benefits, including:

• Paid medical, dental, vision, and life insurance for employees

• 5% contributions to the NC401(k) retirement plans (no matching required)

• Participation in the Local Government Employees' Retirement System (LGERS), 6% contribution by employee

• Traditional sick and vacation leave

• 80 hours Peak Paid Time Off per year (after completion of probation)

• $1,200 Peak Lifestyle Benefit to pay for health and wellness activities (after completion of probation)

• Paid parental, caregiver, and bereavement leave

• 13 paid holidays

• Longevity pay

• Tuition assistance

• Expansive wellness program, and more!

KEEP IN MIND:

Providing a safe work environment for our employees is a top priority, therefore all new hires must successfully complete a pre-employment drug test, post-offer functional testing (if required by position), background verifications including references, criminal record and driver's license checks prior to employment.

The Town of Apex provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to age, sex, race, color, religion, national origin, disability, political affiliation or marital status, veteran status, or genetic information.