Special Assistant to Police Chief

City of Pflugerville; Pflugerville (TX); On-site; USD 42,000 - 60,000; Full time

Job summary

The City of Pflugerville is seeking an organized Executive Office Assistant to support the Police Department. You will handle front-desk inquiries, coordinate grant-related documents, manage calendars, and assist with budget and reporting tasks in a public service setting.

Ideal candidates have a bachelor’s degree and 3+ years of executive office experience, preferably in municipal government or law enforcement contexts.

Qualifications

• Bachelor’s degree required; field as stated in the job posting.
• 3+ years of executive office experience preferred.
• Experience in municipal government or law enforcement is a plus.
• Knowledge of grant documentation and budgeting processes.

Responsibilities

• Answer command staff phones and route calls; respond to routine inquiries.
• Maintain calendar for command staff; schedule meetings and outages.
• Greet visitors and direct them to appropriate personnel.
• Create and maintain department files and records.
• Review and code financial documents for payment/processing.
• Assist with grant proposals, applications, and budget documents.
• Prepare correspondence and reports; distribute as directed.
• Track data and prepare related reports.

Skills

Grant coordination

MS Office

Public/vendor relations

Written communication

Time management

Accounting basics

Typing 40 wpm

10-key calculator

Independent work

Education

Bachelor’s degree in business management, criminal justice, or related field

Tools

Windows

Microsoft Office

Job description

Under limited direction of the Chief of Police, performs routine-to-complex clerical tasks requiring specialized knowledge of police department operations. Frequent daily contact with citizens, external vendors, and other outside public in person and by telephone, fax, mail, and electronic mail. First point of contact for people seeking information from the Chief of Police.

• Answer command staff phones and route calls to appropriate parties within the police department; respond to routine inquiries regarding processes/procedures related to department operations.
• Maintain calendar for command staff, to include meetings, appointments, and office outages.
• Greet department visitors courteously and address routine inquiries, or direct visitors to appropriate personnel.
• Create and maintain department files, including paper files and computer databases/records, to ensure important department information is readily and accurately available.
• Review and code financial documents for payment or processing.
• Assist with researching and writing grant proposals and applications,
• Assist with preparing annual budget documents, including research and document preparation.
• Prepare correspondence/documents/reports on an accurate and timely basis; distribute as directed.
• Track department data/information to identify trends/issues and prepare related reports.
• Record incoming correspondence/documents in established log(s) and route to appropriate personnel; suspense for further action as required.
• Perform routine maintenance on office equipment, such as change printer/toner cartridges, add paper to copiers, call for service vendors as necessary.
• Maintain inventories of and order departmental office, janitorial, and other supplies.
• Maintains confidence and protects operations by keeping information confidential.
• May be assigned administrative or clerical duties directly related to other functions within the department.
• Attend designated meetings to take meeting notes/minutes.
• Work on special projects as assigned.
• Other related duties as assigned.

Formal Education:

Bachelor’s degree in business management, criminal justice, or related fields is required. Experience may not be substituted for degree.

Relatable Work Experience:

3+ year’s executive office experience is required. Related municipal government or law enforcement experience preferred.

Training (Licenses(s) and/or Certification(s):

N/A

Preferred Qualifications:

N/A

Disclaimer: Unless otherwise stated, applicants are permitted to substitute two years of related full-time experience for one year of higher education or one year of related higher education for two years of experience in order to meet the minimum requirements of the job. One year of full-time experience is define as 30 or more hours worked per week for 12 months. One year of higher education is defined as 30 credit hours completed at an accredited college or university.

Knowledge, Skills, and Abilities Needed:

• Knowledge of and experience in coordinating grant documents.
• Skill in utilizing a personal computer, associated software programs, including Windows and Microsoft Office applications.
• Ability to establish and maintain professionally effective relationships with external public/vendors, internal management and non-management employees, and City and other government officials.
• Ability to develop, implement, and administer goals, objectives, and procedures for providing effective and efficient services for the City.
• Ability to communicate clearly and effectively, both verbally and in writing, as well as strong time and task management skills.
• Ability to interface professionally with internal and external public via telephone and in person.
• Working proficiency with common office equipment including, multi-line phone systems, copiers, fax machines, and personal computers; working familiarity with performing routine office equipment maintenance.
• Working proficiency with department specific software applications and general office software, including Windows and Microsoft Office applications; ability to accurately type at the rate of 40 wpm and operate a 10-key adding machine.
• Ability to be trusted to work independently with little supervision or direction.
• Understanding of basic accounting principles to assist with preparing financial documents.

Environmental Factors and Other Physical Requirements:

• Subject to sitting and standing to perform essential functions in an office environment; must lift up to 35 lbs.
• Visual acuity, speech, and hearing; hand and eye coordination and manual dexterity necessary to operate office equipment.
• Frequent reaching, stooping, bending, and traveling between offices.
• Regularly scheduled for 5-day, 40-hour workweek, Monday through Friday; overtime occasionally required.