Executive Assistant (Police Department)

Gfoat; Bryan (TX); On-site; USD 30,000 - 34,000; Full time

Job summary

The City of Bryan Police Department is seeking an Executive Assistant to provide confidential administrative and clerical support to the Police Chief and Assistant Chiefs. The role includes calendar management, correspondence, travel arrangements, and records control in a fast-paced municipal office.

Requirements include a High School Diploma or GED and at least 4 years of related office experience; preferred are higher education credentials and experience assisting executive staff.

Qualifications

• High School Diploma or GED, plus additional experience, training, and/or course work in business, public, or office administration.
• Must possess at least 4 years of directly related office experience performing administrative, clerical, financial, or similar office support responsibilities in a professional office environment.

Responsibilities

• Responds to inquiries from citizens, staff, and agencies; exercises discretion in routing inquiries.
• Composes and edits correspondence, reports, forms, minutes, flyers, and presentations; handles confidential information.
• Maintains calendars; schedules meetings and travel; processes travel expenses.
• Coordinates ceremonies and assists with department events.
• Prepares meeting minutes and supports meetings as needed.
• Manages personnel documents and records flow.
• Serves as initial point of contact for City departments and coordinates with IT/vendor for equipment.

Skills

Administrative support

Clerical duties

Records management

Education

High School Diploma or GED

Associate/Bachelor’s degree (preferred)

Tools

Laserfiche

Job description

The City of Bryan Police Department is currently accepting applications for Police Executive Assistant. This position performs a wide variety of complex, responsible, and confidential administrative and clerical responsibilities in direct support of the Police Chief and Assistant Chiefs for the Bryan Police Department.

Work Schedule:
Monday-Friday; 8am-5pm

Hiring Pay Rate:
$22.00-$25.00/hour (depending on qualifications)

Responsibilities:

• Responds to telephone, e-mail, or in-person inquiries from citizens, City staff, and other agencies; exercises discretion in determining the nature of such inquiries and where and how they may be most appropriately expedited.
• Composes, types, reviews, and/or edits a variety of correspondence, reports, forms, meeting minutes, flyers, invitations, presentations, and other specialized materials ranging from routine to complex. Often handles confidential/sensitive information.
• Assists with maintaining calendars; schedules meetings, appointments, conferences, training, and travel arrangements, as needed. Processes travel and training expenses.
• Coordinates and plans promotion, retirement, and award ceremonies; assists with other department functions/events, as needed.
• Assists with meeting preparations; attends meetings and prepares meeting minutes, as needed.
• Completes and monitors the flow of all necessary documents related to personnel matters.
• Serves as the initial point of contact for most City departments, including off-duty scheduling and billing.
• Maintains a master list of department employee information including phone number, address, duty assignment, seniority, work extension, and vacation/sick/holiday/comp time balances.
• Performs records management for the department by organizing and maintaining paper and electronic records and files, scanning documents into City’s imaging system (Laserfiche), and ensuring compliance with records retention guidelines.
• Responds to open records requests, as needed.
• Prepares a variety of fiscal, administrative, operational, and other specialized reports on a monthly, annual, or as-needed basis.
• Maintains a high level of understanding of interdepartmental processes to assist in facilitating appropriate communication and referral of tasks.
• Provides general administrative/clerical support including data entry, filing, copying, scanning, faxing, ordering office supplies, and processing incoming/outgoing mail.
• Troubleshoots office equipment issues and schedules maintenance with the IT Department or the appropriate equipment vendor, as needed.
• Assists with special projects and other related duties, as assigned.
• Responds regularly and promptly to work.

Minimum Qualifications:

• High School Diploma or GED, plus additional experience, training, and/or course work in business, public, or office administration.
• Must possess at least 4 years of directly related office experience performing administrative, clerical, financial, or similar office support responsibilities in a professional office environment.

Preferred:

• Additional higher education such as an Associate’s/Bachelor’s degree or completion of a vocational program in office administration.
• Experience directly supporting executive-level staff and/or managing an office.

Equivalent combinations of related education, experience, certification, and training may be considered.

Licenses, Certifications & Special Requirements

• Texas Class C driver’s license with a good driving record as measured by the City’s evaluation system.
• Must be able to pass an extensive pre-employment background check.
• Applicants must not possess a felony or Class A misdemeanor conviction; or a Class B misdemeanor conviction within the past 10 years.