Executive Assistant

Executive Assistant Stafford, TX Job Details Full-time From $24.04 an hour 1 day ago Benefits Health insurance Dental insurance Vision insurance Life insurance Qualifications Document review (document control) Report writing Microsoft Excel Microsoft Outlook 5 years Expense management Executive administrative support Collaborating with government agencies Purchase order management Research Mid-level Driver's License Managing budgets in a finance role Social media content creation Task prioritization Research data analysis General ledger management Office management Managing executive calendars Data collection Associate's degree Procurement management Communication skills Organizational budget management Progress tracking (project management tasks) Customer complaint resolution Full Job Description Position Summary Under general direction of the Police Chief, this position provides highly responsible, confidential, and complex administrative support to the Chief of Police. The Executive Assistant manages the daily operations of the Chief's office, coordinates internal and external communications, prepares official correspondence and reports, and serves as a liaison between the Police Department, City administration, elected officials, and the public. This position requires a high degree of professionalism, discretion, independent judgment, and knowledge of municipal government operations.

ESSENTIAL DUTIES AND RESPSPSONSIBILITIES

The below statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. This description is subject to modification as the needs and requirements of the position change. Receives and processes open record requests; reviews and identifies applicable data; downloads data and gathers pertinent information; communicates with City and District Attorney's offices regarding the release of records. Receives and responds to information requests; processes subpoenas; reviews and identifies data needed to fulfill subpoena request; reviews and investigates citizen complaints; and tracks related information. Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans. Assists in monitoring Police Administration Division budget including budget transfers, general ledger reports, spending plan, carryovers, etc. Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans. Orders and maintains department supplies. Processes purchase requisitions, purchase orders, contracts, check requests, invoices, travel expense reports, time sheets, p-card reconciliation, and other related budgetary matters for the Police Administration. Researches, analyzes and compiles data for special projects; gathers information and develops public safety brochures for special events and public outreach. Assists in updating and maintaining policy manual information; facilitates the document review and authorization process with appropriate staff members. Manages and maintains the Chief's calendar requiring interaction with Department employees, City departments and external customers, to coordinate a variety of complex meetings and appointments. Assists Chief of Police and Assistant Chief as required. Works overtime as needed to prepare for meetings or to complete work. Contributes to the overall success for the department by performing other duties of a similar nature and level as assigned. Develops query reports to aid in crime analysis and mapping; prepares, updates and distributes tracking and informational reports. Subject to 24 hour recall: The City reserves the right to require an employee in this position to work overtime including during emergency situations (defined as any natural or man-made disaster that may or may not necessitate the relocation of City personnel or citizens). In the event of an emergency and/or a required evacuation, the incumbent may be required to remain at work to provide needed services or perform essential duties for the benefit of the general public including services or duties different from those performed in the normal course and scope of the position.

KNOWLEDGE, SKILLS & ABILITIES

To perform in this position successfully, and individual(s) must be able to perform each essential duty and responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Advanced Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Professional written and verbal communication Organization, time management, and prioritization Managing multiple projects with competing deadlines Interpreting and applying applicable laws, codes, regulations and standards; Developing and maintaining social media site content and updates for businesses; Performing research and analysis of pertinent data; Reviewing and responding to information requests; Mathematical concepts; Customer service principles; Data analysis techniques; Specialized equipment relevant to area of assignment; Working knowledge of processing Open Records Request and Public Information Act Experience working with purchasing programs or financial platforms preferred

EDUCATION, EXPERIENCE AND TRAINING

(Certification/Licensure): The preferred way to obtain the minimum knowledge, skills and abilities to perform the essential duties and responsibilities of this position are listed below. The City reserves the right to allow substitutions in the event that a candidate or incumbent exceeds requirements in one area but may be deficient in another. Associate's degree and five (5) years of administrative experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. Pass background investigation including CJIS requirements. Valid Texas Driver's License; Criminal Justice Information System Practitioner Certification.

ADA AND OTHER REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals to perform the essential functions. Positions in this class typically require: stooping, kneeling, crouching, reaching, fingering, talking, hearing, seeing and repetitive motions.

Light Work:

Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work. The City of Stafford is an Equal Opportunity Employer