Police Executive Assistant

City of Bryan; Bryan (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

The City of Bryan is seeking an experienced administrative professional to support the Police Chief and Assistant Chiefs within the Bryan Police Department. The role involves high-level clerical tasks, confidential information handling, and coordination of calendars and events.

Key responsibilities include preparing reports and correspondence, managing records, responding to inquiries, and assisting with personnel documentation.

Qualifications

• High School Diploma or GED, plus additional experience, training, and/or course work in business, public, or office administration.
• Must possess at least four (4) years of directly related office experience performing administrative, clerical, financial, or similar office support responsibilities in a professional office environment.
• Additional higher education such as an Associate’s/Bachelor’s degree or completion of a vocational program in office administration is preferred.

Responsibilities

• Responds to inquiries from citizens, City staff, and other agencies; determines the nature of inquiries and how to expedite.
• Composes, types, reviews, and edits a variety of documents including correspondence, reports, forms, minutes, and presentations; handles confidential information.
• Maintains calendars; schedules meetings, appointments, conferences, and travel; processes travel expenses.
• Coordinates and plans ceremonies; assists with department functions and events.
• Attends meetings and prepares minutes as needed.
• Manages personnel documents flow and confidentiality; acts as initial contact for City departments.
• Maintains master employee information and performs records management; responds to open records requests.
• Prepares various reports monthly or as-needed; supports interdepartmental processes and communication.
• Provides general administrative support including data entry, filing, scanning, mail, and supplies; troubleshoots equipment with IT.

Skills

Microsoft Office

Communication skills

Customer service

Time management

Data entry

Education

High School Diploma or GED

Associate/Bachelor degree preferred

Job description

Posting Opening Date

Posting Opening Date 07/31/2026

Posting Closing Date

Job Summary

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.

Essential Job Functions

• 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

Required:

• High School Diploma or GED , plus additional experience, training, and/or course work in business, public, or office administration.
• Must possess at least four (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 education, experience, certification, and training may be considered.

Knowledge, Skills & Abilities

Knowledge of:

• Modern office procedures, methods, and equipment.
• Business letter writing and report preparation.
• Proper English usage, spelling, grammar, and punctuation.
• Principles and procedures of record keeping.

Ability to:

• Learn department functions thoroughly to provide general information and explain detailed department processes and procedures.
• Respond to and effectively prioritize multiple phone calls, emails, walk-up traffic, and other requests for information.
• Present a professional appearance and demeanor.
• Perform general clerical and administrative tasks such as data entry, filing, and record keeping, and using spreadsheet and word processing applications to prepare a variety of documents.
• Perform responsibilities with a high degree of accuracy and attention to detail.
• Work independently and use good judgment when completing tasks.
• Organize work, meet critical deadlines, and follow up on assignments with minimal direction.
• Maintain a high level of integrity and discretion in handling confidential information.
• Analyze and resolve office administrative and procedural concerns and make process improvement changes to streamline processes.
• Demonstrate satisfactory performance and a willingness to take on new responsibilities.
• Demonstrate regular, reliable, and punctual attendance and utilize leave responsibly to ensure sufficient coverage of departmental operations.
• Abide by City and department administrative directives, policies, and procedures.
• Provide management with sound, positive advice, and information concerning the incumbent’s area of responsibility.
• Establish and maintain cooperative working relationships with those contacted in the course of work and communicate effectively with the public and other required entities.

Skills:

• Strong personal computer skills, including the ability to efficiently utilize a variety of office equipment. Must be proficient with Microsoft Office (Word/Excel/PowerPoint/Outlook) and able to promptly learn other job‑specific programs as needed.
• Strong verbal and written communication skills, with the ability to communicate with tact and diplomacy.
• Strong customer service skills, including the ability to handle escalated customer inquiries.
• Strong planning, organizational, problem‑solving, and time management skills.

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.)

Physical Demands

Physical demands include but are not limited to: sitting, talking, hearing, seeing, standing, walking, driving, stooping, kneeling, reaching, pushing, pulling, twisting, bending, using hands and fingers to operate office equipment and machines, and occasionally lifting and/or moving objects up to and including 25 pounds.

Working Conditions

Work is performed primarily in an office setting or a well‑lighted and temperature‑controlled working environment.

Equipment

Work shall be performed with tools, appliances, and equipment approved by those agencies and bodies that have control, authority, or approval of the design working ranges or limitations of those items; the employee has the responsibility to conform to those ranges and limitations.

Equipment may include but is not limited to: multi‑line telephone, computer, printer, fax, copier, scanner, and vehicle.