Executive Assistant

Executive Assistant II

Under administrative direction, the incumbent provides administrative support for the Chief of Police. Work involves coordinating departmental correspondence, answering the phones, greeting the public, managing calendars, attending meetings and composing a variety of letters, memoranda, and instructions.

The position requires an extensive depth of expertise and knowledge in specializing functions or business areas that can be used to develop policies and procedures as well as determining efficient and innovative ways to accomplish the City's strategic priorities.

General Duties and Responsibilities

• To support the vision, mission, and guiding principles of the city.
• Skills in public/employee relations and problem-solving. Ability to handle multiple tasks simultaneously. Must have effective communication skills, and the ability to work in a fast-paced environment.

Essential Duties and Responsibilities

• Coordinates and manages departmental correspondence; responds to requests and inquiries made to the chief of police as necessary;
• Receives inquiries and complaints from the public; coordinates with others as necessary to obtain the required information; may compose appropriate written responses;
• Assists in researching and preparing reports; acts as a liaison to expedite the flow of information;
• Receives visitors, schedules appointments, and provides customer service for information requests; may open, sort and distribute mail;
• Coordinates activities to ensure timely submission of documents or information that may be required of several staff personnel to complete a major project;
• Composes a variety of letters, memoranda, instructions, and other documents on own initiative or from brief notes or oral instructions;
• Performs administrative functions for the police department, including purchasing, ordering, and tracking supplies;
• Manages calendar for the Chief of Police; coordinates meetings and appointments;
• Prepares various weekly and monthly reports;
• Attends meetings; prepares agendas and detailed meeting minutes;
• May assist the Municipal Court on court days by processing payments and performing other administrative duties as needed;
• Performs other related duties as assigned.

Job has recurring work situations involving high degrees of discretion. The need for accuracy and effective utilization of available resources is high. Errors in judgment could cause disruptions to the City's mission and adversely impact the attainment of the City's goals. Incumbent operates under the direction of the Chief of Police.

Communications/Customer Contact

Contacts are across the entire City community and in a leadership capacity. Community contact is a critical component of success in developing goodwill and support of City programs and initiatives.

Competencies/Specific Experience or Training Preferred:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Minimum Training and Qualifications Any combination equivalent to experience and education that could likely provide the required knowledge and abilities

• Associate's degree, preferred, or two years of college coursework
• At least three (3) years of previous administrative work experience in a Police Department preferred
• GCIC Certification
• Experience with budgets and grants
• Equivalent combination of education and experience

Knowledge, Skills and Abilities

• Basic knowledge of the practices and procedures involved in law enforcement DDS recordkeeping and confidentiality.
• Knowledge of City policies, procedures, codes, ordinances and applicable State, Federal and local laws;
• Knowledge of City geography;
• Knowledge of modern office practices, methods, equipment, and standard clerical procedures;
• Knowledge of recordkeeping techniques;
• Knowledge of statistical recordkeeping techniques;
• Knowledge of basic bookkeeping practices;
• Knowledge of basic math and accounting practices;
• Knowledge of appropriate contacts for related police and court issues;
• Skill in operating a computer and entering data into the database;
• Skill in using Microsoft Office to include Excel, Canva, and Tyler Technologies (Incode);
• Skill in performing tasks that require accuracy and attention to detail;
• Ability to read and comprehend various technical reports and legal terminology;
• Ability to handle confidential information;
• Ability to handle stressful situations;
• Ability to communicate with confrontational people;
• Ability to maintain accurate records;
• Ability to type and enter data correctly;
• Ability to maintain accurate and complete records;
• Ability to prepare monthly reports;
• Ability to communicate clearly and concisely, both orally and in writing;
• Ability to deal tactfully and courteously with customers and the general public by telephone and in person;
• Ability to establish and maintain positive working relationships with those contacted in the course of work.

Physical Requirements: Must be physically able to operate a variety of automated office machines, which may include a computer, printer, facsimile machine, copier, calculator, and telephone. Must be able to use body members to work, move or carry objects or materials. Must be able to exert up to twenty pounds of force occasionally, and/or up to ten pounds frequently. Physical demand requirements are at levels of those for sedentary work. Must be able to lift and/or carry weights of twenty to forty pounds.

Data Conception: Requires the ability to compare and or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes giving assignments and/or directions to co-workers or assistants.

Language Ability: Requires the ability to read a variety of informational documentation, directions, instructions, and methods and procedures. Requires the ability to write reports and essays with proper format, punctuation, spelling, and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and a well-modulated voice.

Intelligence: Requires the ability to learn and understand relatively complex principles and techniques, to make independent judgments in absence of supervision, and to acquire knowledge of topics related to primary occupation.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions.

Numerical Aptitude: Requires the ability to utilize mathematical formulas, add and subtract totals, multiply and divide, determine percentages, and determine time and weight.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape, visually with office equipment and recording devices.

Motor Coordination: Requires the ability to coordinate hands and eyes in using automated office equipment.

Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination: Requires the ability to differentiate colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with and relate to people in situations involving more than giving or receiving instructions such as interpreting assignments and instructions. Must be adaptable to performing under minimal stress when confronted with an emergency.

Physical Communication: Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear).

The following physical demands are typically exhibited by position incumbents performing this job's essential duties and responsibilities. These physical demands are not and should not be construed to be job qualification standards but are illustrated to help the employee and/or applicant identify tasks where reasonable accommodations may need to be for an otherwise qualified person is unable to perform the job's essential duties due to an ADA disability. While performing duties of this job, the employee can frequently be in a vehicle and can sit in an office for extended periods of time. The employee normally must be able to communicate verbally in a professional manner with the general public, and to hear.

The City of Jonesboro is an equal opportunity, drug-free employer committed to diversity in the workplace.