Executive Assistant I

The purpose of this class is to provide highly responsible and varied complex office and administrative work. The work involves responsibility for performing difficult and varied office administrative services, public relations, and administrative details for the Chief of Police. Confidentiality and security are two critical mandates for this position. The work requires the application of considerable independent judgment and an intelligent degree of discretion based on knowledge of administrative and legislative policies regarding the Public Safety arena and the basic municipal organization. Special and unusual assignments are usually subject to closer supervision. This employee is expected to perform related tasks as required. Direction may, at times, be exercised over one or more clerical subordinates. Receives calls and visitors for the Chief of Police; ascertains the nature of business. Schedules appointments for and with the Chief of Police. Composes, prepares, and maintains all correspondence as necessary. Maintains varied general files, and records. Maintains all personnel files of employees. Coordinates, prepares, and maintains all new hire, termination, and resignation related data; i.e., Personnel Action Forms and evaluations. Prepares police department I.D. cards. Prepares (cross-trained) and submits employee fingerprint cards to the FBI and FDLE, and maintains same on file. Compiles and maintains employee promotional/educational records. Assists and maintains Notice of Injury supervisor forms and related records (notations, appointments, status, FMLA, etc.). Maintains health insurance claims and records as submitted and co-ordinates with Human Resources. Assists with applicant testing procedures. Assists with applicant interviews and related preparations. Assists with promotional interviews and related preparations. Payroll data entry and records maintenance (Cross-Trained). FDLE Certification for computerized personnel/training data entry. (ATMS II) Prepares memos, reports, specifications, surveys, and other materials for presentation and record keeping. Compiles and records periodic reports from defined sources of information and statistics. Notary services rendered and records maintained. Payroll (Cross-Trained) Posts and distributes Human Resource notices. Posts and distributes active wanted/released notices. Posts and distributes all inter-office/U.S. mail (Cross-Trained) Prepares and maintains Leave Request forms. Maintains FDLE requirements and records regarding personnel/training. Performs secretarial services for the Chief of Police and Commanders (upon direction). Performs related functions as required. Requires a high school diploma or GED and formal training, special courses, or self-education equivalent to satisfactory completion of one year of college education or specialized advanced training in business, office administration, office technology, or a closely related field. Requires five years or more of experience performing administrative and office work of a progressively responsible nature. Demonstrated experience with word-processing and spreadsheet applications (i.e.: Microsoft Word® TM ©, Microsoft Excel® TM ©). HTE NaviLine experience and experience with multi-departmental finance and accounting system preferred. Special Certifications and Licenses refer to state, federal, or professional certifications or licenses required entering or maintaining the job. Must possess a valid Florida driver's license and satisfactory driving record as a condition of initial and continued employment. Special skills or equipment certification may be required.