Executive Assistant - Tewksbury Police Department

Position Purpose:

Performs highly responsible senior level administrative and secretarial services for the Chief of Police and department, maintains confidential departmental information, receives telephone calls and visitors, develops office procedures, maintains filing systems, prepares reports, prepares a variety of correspondence, sets up meetings, schedules, and coordinates appointments, and gathers, duplicates, and distributes information, as necessary. Performs all other related work as required.

Essential Functions:

(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

§ Provides executive level support to the Police Chief and various levels of support/assistance to the Deputies.

§ Prepares and processes Police Chiefs and/or managerial staff’s records, letters, memoranda, and correspondence of a public and confidential nature.

§ Maintains filing systems for the department, including personnel records, licensing, and permitting, and confidential matters.

§ Responsible for calendar management and schedules meetings, appointments, and forwards follow up correspondence to attendees relative to these events.

§ Receives and processes inquiries and complaints received, resolving as necessary, or routing to appropriate personnel for resolution.

§ Assists other departmental staff in the performance of their duties, as necessary.

§ Assists managerial staff in the preparation, and development of legal documents in relationship to labor and contract issues with the highest degree of confidentiality.

§ Assists managerial staff in the preparation of collective bargaining agreements and amendments and ensure appropriate approvals by the Chief of Police and union officials.

§ Assists with Civil Service process including but not limit to employee appointments, maintains personnel records, and assists with hiring and selection process when assigned using Neo.gov system.

§ Acts as point of contract for new hires in the department and sets up conditional pre-employment physical and psychological appointments.

§ Prepares and/or provides backup to the preparation of the department’s payroll, maintaining and reporting leave, keeping records, and maintaining educational and longevity records for payroll purposes when appropriate.

§ Generates press releases in a timely manner and maintains department website to update monthly reports and statistics and plays an integral role in the social media team using Twitter, Instagram, Facebook, and Neighbors platforms. Administrator for applications in the department including but not limited to Code Red, Mass Police Training Committee and Cop Link.

§ Assists with Crime statistics such as researching and analyzing crime data and reports to determine patterns, provide and share intel; participate and report at monthly crime briefing (current Threats, Privacy and NSI-SAR)/NEMLEC detective meeting/MA Assoc. Crime Analysts meetings; reports weekly MV Theft/Breaks to NESPIN.

§ Prepares and distributes on DHQ past weeks arrests with photos and Warrants; creates bi-weekly bulletins and post critical information to ensure officer safety & awareness.

§ Performs Matron Duties (for female prisoners).

§ Sets-up, assists and attends various community social events including but not limited to Coffee with a Cop, Safe Halloween, National Night Out, and any future events. Assists with Med project grant (community drug disposal at the station)

§ Sorts and distributes postal mail, interoffice mail and memos and shares Town job openings with staff.

§ Responsible for assistance with completing, maintaining, and responding to various reporting requirements including but not limited to annual Town Report, AAA Reporting, Parolee Releases to Parole Board,

§ Runs crime statistic reports for local businesses.

§ Maintains confidential IA Records, Tewksbury State Hospital AWAs and Return AWAs.

§ Processes and maintains raffle and bazaar permits, licenses to peddle, vendor & solicitor applications, and Constables.

§ Works with various vendors, law enforcement agencies and responds to public records requests.

§ Authorized user for MA & NH police background checks, vital records/master names merge within police records management system.

§ Assists with various programs such as: Firearms/LTC application/activation/denial process; E-Share Forfeiture Program; Guardian Performance Tracking; administrator for System Award Management (SAM) annual renewal.

§ Acts as back up for entering citations, Detail billing, CJIS rep, and monthly validations.

§ Updates and maintains Master Locker, Employee, and Employee LTC spreadsheets.

§ Runs bi-weekly reconciliation of comp time accruals and coordinates annual vacation carryover requests.

§ Continues self-growth with attending development training and webinars.

§ Performs similar or related work as required, directed or as situation dictates.

Recommended Minimum Qualifications:

Education, Training and Experience:

Associates Degree in Business Sciences or related field; three to five years’ experience in an advanced secretarial position dealing with the public; or any equivalent combination of education and experience.

Knowledge, Ability and Skill:

Knowledge: Basic knowledge of the principles and practices of office management; and knowledge of department rules and regulations. Knowledge of the operations of town government and municipal law, and civil service laws and requirements. Strong social media skills.

Ability: Ability to establish and maintain working relationships with the public, organizations, departments, and officials. Ability to communicate effectively. Ability to operate standard office equipment. Skill in shorthand, speedwriting, and the use of a recording device.

Skill: Excellent planning and organizational skills. Excellent written and verbal communication skills. Proficient computer skills, interpersonal and problem-solving skills. Skill in the use of Financial Management Software, Microsoft Office and MIRCS.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regularly required to walk, stand, sit, talk, and hear; stoop, kneel, crouch or crawl; pick up paper, files, and other common office objects. Ability to view computer screens and work with details for extended periods of time. May move objects weighing up to 60 pounds, normally less. Must be able to communicate.

Supervision:

Supervision Scope: Performs varied and responsible duties requiring a thorough working knowledge of departmental operations and the exercise of judgment and initiative to perform duties and complete assigned tasks independently and analyze the facts or circumstances surrounding individual problems.

Supervision Received: Work is performed under the direction of the Chief of Police.

Supervision Given: Oversees the Part-time Records Clerks duties and schedules.

Job Environment:

§ Work is performed under typical office conditions; the noise level is moderate; occasionally may be required to work outside of normal business hours.

§ Operates computer, telephone, facsimile machine, copier, calculator, typewriter, and other standard office equipment.

§ Employee has frequent contact with the general public, other Town departments and officials, other police departments, attorney’s, medical offices, and vendors. Contacts are in person, by telephone, and by email and involve an information exchange dialogue.

§ Has access to most department-related confidential information. Most business and activities taking place at the Police Department are of a sensitive and highly confidential nature.

Errors could result in delay or loss of service.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Job Type: Full-time

Pay: $62,814.00 - $78,438.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift

Experience:

• Office: 5 years (Required)
• Advanced Secretarial: 5 years (Required)

Work Location: In person

Salary : $62,814 - $78,438