Administrative Assistant II

Administrative Assistant II

Under administrative direction, provides high-level, confidential, and specialized administrative support to the Police Chief and Command Staff. The Administrative Assistant II manages executive scheduling, internal communication workflows, personnel-related documentation, event and program coordination, and serves as the central administrative resource for the Police Department. This role requires strong judgment, discretion, initiative, and the ability to anticipate needs, resolve issues independently, and maintain efficient operations in a fast-paced, highly sensitive environment.

Examples of Duties

• Prepares classified and confidential documents involving certain critical and sensitive situations.
• Assists the public with questions requiring knowledge of policies and procedures and various community and Town activities; confers with citizens on problems and assists and/or directs them for resolution.
• Manages the Police Chief's calendar, meetings, communications, requests, and scheduling priorities.
• Screens and prioritizes calls, emails, and correspondence; resolves issues independently and ensures timely follow-up.
• Prepares command-level correspondence, reports, agendas, presentations, and personnel-related documentation.
• Supports departmental personnel processes including payroll, hiring packets, promotions, incentive pay, file maintenance, and exit procedures.
• Coordinates Police Department events, including swearing-in ceremonies, awards, volunteer activities, and appreciation events.
• Assists in the administration of the department policies and procedures.
• Conducts research and surveys, consulting reference sources to obtain information needed.
• Compiles and analyses statistical data.
• Serves as the department's records liaison, maintaining confidential personnel and administrative files.
• Oversee building access regulations in compliance with CJIS regulations.
• Provides administrative support to Command Staff and serves as a resource and trainer for administrative staff.
• Interacts with citizens, vendors, external partners, elected officials, community organizations, and other agencies on behalf of the Chief.
• Performs other duties as assigned.
• Adheres to the personnel, safety, and department policies and procedures.
• Assists other coworkers as needed.
• Performs other duties as assigned.

Minimum Qualifications

• A High School Diploma or General Equivalency Diploma (GED) is required.
• An Associate's Degree in Business Administration, Public Administration, or related field OR equivalent combination of education and specialized training is required.
• A minimum of four years of administrative work experience is required.

Physical Abilities

• Must be able to see, hear, read, talk, and write.
• May be required to move various boxed documents weighing up to 52 pounds with the use of a dolly for assistance.

Desired Qualifications

• Law enforcement or criminal justice experience is preferred.
• Notary Public is preferred.
• Bilingual communication skills are preferred.
• Human Resource Department experience preferred.

Knowledge/ Skills / Abilities

• Knowledge of command-level administrative practices, Police Department operations, and confidentiality requirements.
• Knowledge of document management, scheduling protocols, and records retention standards.
• Knowledge of Microsoft Office and the ability to learn law enforcement software systems and digital resources.
• Excellent written and verbal communication skills, including grammar, spelling, punctuation, and professional correspondence.
• Strong organizational skills with the ability to manage multiple tasks, prioritize work, and maintain accuracy in a fast-paced environment.
• Skill in preparing reports, correspondence, and other professional documentation.
• Proficiency with office software, data systems, and basic mathematical concepts used in administrative tasks.
• Ability to maintain strict confidentiality and exercise sound judgment in sensitive situations.
• Ability to anticipate needs, resolve issues independently, and support executive leadership effectively.
• Ability to understand and carry out oral and written directives and remain calm under pressure.
• Ability to interact professionally with diverse personalities, departments, and external partners while maintaining a friendly, professional demeanor.