Executive Administrative Assistant

City of Brighton; Brighton (CO); On-site; USD 66,000 - 70,000; Full time

Job summary

City of Brighton is seeking an experienced Administrative Specialist for the Police Department. You will manage highly confidential tasks, coordinate communications among departments, officials, the public and vendors, and support the Chief of Police with reports, purchase orders, and budget monitoring.

The ideal candidate demonstrates independent judgment, exemplary customer service, and strong written and verbal communication.

Qualifications

• High school diploma or equivalent with five years' progressively responsible admin experience.
• Bachelor's degree preferred.
• Bilingual in English/Spanish preferred.

Responsibilities

• Acts as a buffer for the Chief of Police by coordinating communications and projects between departments, officials, the public, and vendors.
• Manages projects, assesses workloads, sets priorities, and supports departmental needs.
• Prepares reports, purchase orders, requisitions, and personnel action forms; assists with budget preparation and monitoring.

Skills

Customer service

Project management

Office management

Communication skills

Data collection

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

Microsoft Word

Microsoft Excel

Database management

PowerPoint

Email software

Job description

Starting hiring salary - $66,239.06 to $70,213.40 annually

DEFINITION

Manage, coordinate and perform highly complex and confidential administrative tasks for the Police Department. This position must work well independently and with the public, while providing excellent, respectful customer service and human relations skills, which support the City of Brighton's mission and values.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Chief of Police. As assigned, supervises other administrative employees concerning proper procedures, methods, and standards.

EXAMPLES OF ESSENTIAL RESPONSIBILITIES AND DUTIES

• Acts as a buffer for the Chief of Police by coordinating communications and projects between other departments, elected officials, the public, and vendors.
• Efficiently and effectively manages projects, assesses work loads and sets priorities and goals with a strong, fundamental grasp of Departmental needs.
• Coordinates administrative needs for the Chief of Police and other senior staff members by preparing comprehensive reports, including preparation of purchase orders, requisitions and various personnel action forms; assists with compiling and preparing the annual budget; monitors approved budget accounts;
• Recommends and implements improvement in workflow, procedures, and use of equipment and forms.
• Executes daily administrative needs with little or no supervision.
• Performs high level administrative functions, including handling complaints, administering Departmental policies and procedures, receiving visitors, scheduling appointments, and making travel arrangements, purchase of needed supplies/services.
• Reviews all incoming mail, drafts routine responses or directs inquiries to the appropriate officials for a response. Identifies sensitive issues and brings them to the immediate attention of the Chief of Police as appropriate.
• Schedules meetings and prepares agendas, including coordinating attendees, seeing to all facility needs, including food, speakers and travel arrangements. When required, attends internal City meetings to represent Department.
• Exercises frequent independent judgment, including making administrative decisions and taking appropriate actions in the absence of the Chief of Police.
• Manages and negotiates major capital acquisitions, manages payment of Department bills and invoices as directed by the Chief of Police.
• May represent City at various county and city functions, including the keeping of minutes.
• Supervises and directs the activities of other assigned administrative staff; monitors progress, guides, and trains and develops these employees as required.
• Prepares confidential correspondence and maintains classified files. Uses a high level of professional discretion and ethical conduct when dealing with sensitive information.
• Uses independent judgment and initiative, collects data and provides research for report writing and fact finding which supports Departmental goals and objectives.
• Screens public complaints and resolves issues while providing follow-up, bringing to the Chief of Police attention when necessary.
• Provides input or makes recommendations for changes to Department policy, procedures or practices designed to improve efficiency and effectiveness.

QUALIFICATIONS

Knowledge of:

• Policies, procedures and goals of the City of Brighton and the Department.
• Proper use of grammar, punctuation and syntax.
• Basic principles of project management.
• Principles of quality customer service.
• Principles and practices of office management.
• Basic principles of conflict resolution.
• Basic principles and practices of fiscal, statistical, and administrative data collection and report preparation.

Ability to:

• Organize and prioritize work.
• Effectively write, edit, and revise materials prepared by others.
• Use standard office equipment including copiers, fax machine, calculators, audio/visual equipment, and multi-line phones.
• Safely and lawfully operate a motor vehicle.
• Exercise independent judgment and decision making when prioritizing tasks.
• Identify problems or issues, analyze data, and make sound recommendations based upon findings.
• Listen well and communicate effectively orally and in writing with various audiences.
• Use standard computer equipment and software including word processing, presentation, database management, spreadsheet applications and electronic mail.
• Collect data and prepare comprehensive reports.
• Solve problems potentially involving volatile issues.
• Establish and maintain effective working relationships with City Council, City Manager, board or commission members, management, fellow employees and community members.

EDUCATION AND EXPERIENCE

High school diploma or equivalent and five (5) years' progressively responsible experience providing administrative support, preferably in municipal government; supervisory experience preferred. Bachelor's degree preferred. Equivalent combinations of education and experience may be considered.

PHYSICAL REQUIREMENTS

Ability to perform moderate physical work, and to lift and carry up to 25 pounds; ability to stand, walk, sit, ride, climb, reach, grasp and perform similar body movements; possesses hand/eye/foot coordination adequate to operate office equipment including a computer keyboard and in some cases, operate a vehicle; ability to talk and hear in person and by telephone; ability to see and read instructions, journals, charts, and characters on a computer screen. While performing the duties of this job, the employee is required to sit, walk, stand, twist, talk, hear, see, demonstrate manual dexterity, and perform light lifting.

SPECIAL REQUIREMENTS

Valid Driver's License with safe driving record.

Bilingual in English/Spanish preferred.

Ability to complete FEMA IS 700 training within six (6) months of hire