Executive Assistant

Executive Assistant To The Chief Of Police

The Town of Clayton is seeking applicants for an Executive Assistant to the Chief of Police for the Police Department. The Town of Clayton employs more than 340 full-time staff in areas including police, fire, and electric utilities. The Town of Clayton also offers a range of PT positions including positions in Parks & Rec, Library, and Cultural Arts. The Town of Clayton is the fastest growing town in Johnston County, which is the fastest growing county in the State of North Carolina. The vision for the Town of Clayton includes a thriving town where growth contributes to the quality of life enjoyed by long-time residents and newcomers alike; easy access but with an atmosphere that feels smaller than it is; a system of parks and greenways that connect people and places; neighborhoods with a variety of quality living options; a town that offers opportunities for people to live, create, shop and eat; a bustling and historic downtown, and businesses that are successful, growing, and investing in the community.

Duties & Responsibilities

Positions in this class serve as staff/management assistants to high-level administrators in an organization that is characterized by operations with multiple and varied programs/components. The role of this position is defined and impacted by the mutual working relationship established with the administrator. These positions serve as one-on-one direct support and/or administrative support to upper management positions. There are situations where incumbents in these positions function as assistants the majority of the time, but still have some responsibilities of an operational nature. Work ranges from standardized office support assignments to performance of administrative duties involving decision-making and judgment. Public contact is a major component of positions, both internal and external to the organization. Work requires contact with program staff, managers of other units within the organization, representatives of other state agencies/universities, clients, service recipients, elected/appointed representatives, and the public. Positions in this class may coordinate business functions of the unit including budget planning and monitoring, human resources administration, and office coordination. Position may supervise administrative staff.

• Provides administrative support to the Chief of Police, Executive, and Command Staff of the Police Department
• Handles logistics for Department meetings and other large meetings with various groups
• Manages communication between the Chief of Police, Executive Staff, and employees of the department
• Manages supplies, mail, correspondence, and various department calendars
• Reviews and prepares documents that require the signature of the Chief of Police
• Prepares reports, agenda items, agreements, forms, and other documentation
• Coordinates special projects and activities for the Chief of Police and Executive Staff
• Maintains department records in accordance with current records retention schedule
• Assists with the hiring, onboarding, and training of new employees
• Assists in the budget preparation process
• Coordinates fiscal operations of the Police Department
• Approves requisitions and purchases
• Reviews and submits department timesheets
• Intercepts and responds to queries and complaints via telephone, email, or in-person visits
• Maintains knowledge of Police Department operations and resolves minor issues
• Coordinates and schedules activities for the Chief of Police and disseminates relevant information
• Responds to inquiries and citizen concerns, provides information and/or assistance, resolves or redirects to appropriate Police or Town resources
• Interacts and assists other departments, outside organizations, and members of the general public
• Handles Agency Terminal Agency Coordinator (TAC) designation
• Completes CJLEADS Training and handles duties as Designated Administrator
• Handles duties as the Agency Administrator for Odyssey

Special Requirements, Education & Experience

Considerable knowledge of program services, policies, procedures, laws, rules, and regulations; ability to demonstrate and apply this knowledge in performance of administrative support tasks; ability to explain and interpret program information to clients/customers and staff. Ability to clearly convey, persuade, and negotiate information and ideas to individuals or groups. Ability to identify and understand issues, problems, and opportunities; determines course of action; develops appropriate solutions. Ability to develop ideas into plans of action and to coordinate the actions through implementation. Ability to present ideas clearly and effectively in written form; ability to edit, adjusting language or terminology to meet needs of the audience or as appropriate; ability to use correct grammar, organization, and structure. Ability to compile, assimilate, organize, and analyze printed and electronic information. Ability to apply knowledge of data research and manipulative analysis. Ability to provide direction to staff. Considerable knowledge of modern office practices, procedures, filing methods, records management systems, and office equipment.

Education and Experience Required Associate's degree in Secretarial Science, Business Administration, or a related discipline from an appropriately accredited institution and two years of progressively responsible administrative/office management experience. Bachelor's degree is preferred. Notary Public and DCI (Division of Criminal Information) Certification required.