Executive Assistant to the Police Chief Position Available In Hampshire, Massachusetts

Executive Assistant to the Police Chief 3.4 3.4 out of 5 stars 22 North Street, Ware, MA 01082 Executive Assistant to the Police Chief Town of Ware Statement of Duties Provides administrative, basic bookkeeping, secretarial, and clerical support to department staff; provides administrative support in the keeping and maintaining of official municipal records and files; all other related work as required. Supervision Works under the close supervision of the Chief of Police or his/her designee. Job Environment

• Work is performed under typical office conditions, with continuous interruptions from the general public; may be required to work outside of normal business hours. In addition, may be required to work on weekends.
• Operates a computer and general office equipment, such as a calculator, copier, facsimile machine, and telephone.
• Makes frequent contact with other town departments and the general public. Contact is made by phone, correspondence, and in person. Has access to department information and files and may have access to confidential information such as bid proposals, reports, and personal information regarding citizens receiving services from the department.
• Errors in departmental procedures could result in monetary loss, reduced levels of service, confusion, and delay in the provision of services, and could have legal and/or financial repercussions for the town.
• Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, cashiering, data processing, and bookkeeping.
• Responds to inquiries from employees, citizens, and others and refer, when necessary, to appropriate people.
• Reconciles data for specific accounts and payroll and resolves discrepancies in accordance with established procedures.
• Receives stamps, and distributes incoming mail, and processes outgoing mail.
• Maintains a daily cash balance; balances cash on hand against receipts; prepares and balances deposits; makes a listing of deposits by accounts; examines receipts for accuracy and completeness; brings deposits to the Treasurer’s Office.
• Inputs data to standard office and department forms; makes simple postings to accounts; compiles data for various reports.
• Maintains filing systems, control records, and indexes using moderate independent judgment.
• Maintains inventories and prepares orders for office supplies and materials for approval.
• Schedules appointments and performs other administrative and clerical duties.
• Serves as back-up for other administrative and/or clerical personnel who do not intrude on other listed inter-departmental positions as outlined in the NEPBA contract between the Town of Ware and Local # 178.
• Other duties as assigned
• Participates in compiling data and preparing reports for the Police Department as required.
• Has access to department confidential information, pertaining to License to Carry and Firearms Identification. Recommended Qualifications
• High school diploma or equivalent plus at least two (2) years’ experience in an office setting; or an equivalent combination of education and experience.
• Must be proficient with Microsoft Office, Word, and Excel.
• Business administration, business management, or public administration experience.
• Experience in a municipal setting and in dealing with the public, strongly preferred.
• Experience with IMC software preferred. Knowledge, Ability, and Skill
• Thorough working knowledge of office procedures and practices.
• Working knowledge of Municipal Government operations.
• Ability to multitask and prioritize.
• Ability to assist customers of diverse backgrounds.
• Ability to communicate effectively in written and oral form.
• Ability to prepare documents and reports accurately.
• Ability to use proper grammar, punctuation, and spelling.
• Ability to write concisely, express thoughts clearly, and develop ideas in a logical sequence.
• Ability to follow guidelines and procedures.
• Ability to maintain complex record-keeping systems.
• Ability to prepare financial records.
• Ability to operate a computer, a telephone, and standard office equipment.
• Ability to work with highly confidential information.
• Ability to establish and maintain effective and harmonious working relationships with town officials, town employees, and the general public.
• Excellent customer service skills.
• Skill in operating computers, including word processing, menu-driven database updating and reporting, basic spreadsheet applications, internet research, and email.
• Superior organizational skills. Physical and Mental Requirements The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.
• Position requires the ability to operate a keyboard and standard office equipment at an efficient speed.
• The employee is frequently required to use hands to fingers, handle, or feel objects, tools, or controls, and reach with hands and arms. The employee is frequently required to sit, talk, and hear.
• The employee must occasionally lift and/or move up to 50 pounds.
• Specific vision requirements include close vision, distance vision, and the ability to adjust focus.

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. Pay Equity/Equal Opportunity/Americans with

Disabilities Act Employer Job Type:

Full-time Pay:

$24.12 per hour Expected hours: 35 per week

Benefits:

Dental insurance Employee assistance program Flexible schedule Flexible spending account Health insurance Life insurance Paid time off Parental leave Vision insurance

Schedule:

Day shift Monday to

Friday Work Location:

In person