Executive Assistant - Police Department

Executive Assistant - Police Department

Under general administrative direction, incumbent performs advanced secretarial and administrative support for a department head, the Mayor, Chief of Staff or other executive in the Mayor's office. Assignment of duties includes work of a confidential or complex nature, exposure to sensitive information and contacts requiring considerable discretion, judgment, tact and diplomacy. Coordinates executive's calendar, schedules appointments and makes travel arrangements, as needed. Receives and reviews incoming correspondence; refers routine matters to appropriate parties for action and follow up to ensure proper disposition. Communicates with elected officials, executives, administrative and line management, as needed, to convey information. Maintains sensitive files and records. Exercises discretion and independent judgment while handling administrative tasks on the executive's behalf. This is an appointed, at-will position without tenure and exempt from the career service system.

Typical Duties

• Acting in a confidential capacity, reviews and summarizes all correspondence, reports, legal and legislative dealings requiring executive action. Processes or obtains supplemental information necessary for the executive to act or refer to the division-level managers. Prepares all correspondence and file documents related to budgetary, administrative, legal, and legislative actions for access and historical tracking. Prepares council agenda cover sheets, summary reports and appropriate attachments for distribution and timely council action.
• Prepares or assists in the preparation of various reports. Researches topics or issues and gathers specialized information.
• Composes correspondence, memos, reports, forms and other materials from rough draft, final working draft, notes, dictation notes or digital recording. Creates meeting agendas, takes and prepares minutes and other meeting materials. Where appropriate, responds in writing on behalf of the executive.
• Makes travel arrangements, sets meetings and schedules conference rooms and attendees. Maintains the executive's master calendar and prepares daily schedule of events. Maintains filing system of daily informational materials, including sensitive or confidential information, for meetings, department actions, revolving issues/items that require follow up or rescheduling.
• Uses considerable public relations skills in handling calls, resolving issues, and supplying information about city government, or routing calls and individuals to proper city personnel for assistance.
• May perform staff support activities for mayor's cabinet meetings, establishing meeting dates, times and locations, receiving and distributing materials for review and action. Ensures appropriate level of documentation and approval-action follow through.
• Performs other duties as assigned.

Recommended Qualifications

• Graduation from high school or the equivalent and two years paid progressively more responsible office experience including any combination of office management, public or community relations, and/or executive secretary duties. Up to two years of post-secondary academic training may be substituted for required experience on a year-for-year basis.
• Ability to maintain an effective working relationship with individuals of diverse backgrounds, including public officials, community leaders, employees, department heads, division managers, other governmental agencies and the general public.
• Ability to communicate effectively orally and in writing.
• Strong knowledge of modern office administration, business English, grammar, correspondence formats and composition.
• Ability to operate a personal computer, including standard office software (e.g. Microsoft Word, Excel, etc.), and office equipment.
• Ability to maintain legal and confidential information in accordance with established policy and procedures.
• Possession of a valid state driver's license or Utah driving privilege card may be required.

Working Conditions

• Light physical effort. Pleasant working conditions with little or no exposure to hazards. May be exposed to discomfort associated with frequent use of computer keyboard and exposure to computer monitor displays.
• Intermittent exposure to stress as a result of human behavior and the demand of various job assignments.
• Attendance at some night meetings or irregular working hours may be required.

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified.

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

Position Type: Full-Time

Position Salary Range: $60,941 - $105,281

Department: Police

Full Time/Part Time: Full time

Scheduled Hours: 40