Administrative Assistant II

Town of Flower Mound; Flower Mound (TX); On-site; USD 42,000 - 66,000; Full time

Job summary

Town of Flower Mound seeks an Administrative Assistant II to provide high-level, confidential support to the Police Chief and Command Staff. The role manages executive scheduling, internal communications workflows, personnel documentation, event coordination, and serves as the central administrative resource for the Police Department.

The ideal candidate demonstrates sound judgment, discretion, initiative, and the ability to anticipate needs, resolve issues independently, and maintain efficient

Qualifications

• High school diploma or GED required.
• Associate degree or related field or equivalent combination of education and specialized training required.
• Minimum four years of administrative work experience required.

Responsibilities

• Prepares classified and confidential documents involving critical and sensitive situations.
• Assists the public with questions requiring knowledge of policies and procedures; directs citizens to resolution.
• Manages the Police Chief’s calendar, meetings, communications, 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, and appreciation events.
• Oversees department policies and procedures administration.
• Conducts research and surveys; compiles and analyzes statistical data.
• Maintains confidential personnel and administrative files as records liaison.

Skills

Confidentiality

Scheduling

Communication

Records management

Multitasking

Discretion

Education

High School Diploma or GED

Associate’s Degree or related field

4 years administrative experience

Tools

Microsoft Office

Job description

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.

• 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.

• 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 yearsof administrative work experienceisrequired.

Physical Abilities

The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.*

* Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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.