Special Assistant to the Police Chief.

City of Providence; Providence (RI); On-site; USD 45,000 - 75,000; Full time

Job summary

An established industry player seeks a Special Assistant to support the Chief of Police and Command Staff. This role requires exceptional administrative skills and the ability to handle confidential information with discretion. The ideal candidate will excel in communication, organization, and multitasking, ensuring smooth operations within the department. Responsibilities include managing schedules, drafting documents, and liaising with various stakeholders. Join a dedicated team committed to public safety and community service, where your contributions will make a significant impact.

Qualifications

• Bachelor's degree in criminal justice or public administration required.
• Five years of experience as an executive assistant preferred.

Responsibilities

• Manage the Police Chief's calendar and correspondence.
• Draft and edit various technical documents and presentations.
• Support event planning and execution within the Police Department.

Skills

Administrative Skills

Written Communication

Verbal Communication

Organizational Skills

Judgment

Education

Bachelor's Degree in Criminal Justice

Bachelor's Degree in Public Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Project Management Software

Job description

The Special Assistant reports to the Chief of the Providence Police Department and works closely with the Deputy Chief and Command Staff; performs responsible administrative office support functions, confidential in nature; works independently with minimal supervision and exercises sound judgement.

An ideal candidate will have the ability to exercise good judgment in a variety of situations and with confidential matters, with exceptional written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Duties & Responsibilities

• Performs all office and legal clerical work directly related to the operations and policies of the Providence Police Department.
• Maintains Outlook calendar and daily scheduling for the Police Chief, the Deputy Police Chief, the Police Advisory Council and Command Staff.
• Manages and tracks incoming and outgoing correspondence and messages on behalf of the Office of the Police Chief.
• Draft, proofread, and edit various technical documents, including memos, reports, presentations, and emails, ensuring accuracy and clarity.
• Creates PowerPoint presentations, financial spreadsheets, special reports, and agenda materials as needed.
• Management of the City’s False Alarm Management program.
• Tracks inventory, orders supplies, manages technology requests.
• Responds quickly and accurately to telephone calls and emails, and takes confidential messages and statements on behalf of the Office of the Police Chief.
• Develops and supports event planning and execution within the Police Department.
• Maintains and preserves all records associated with and in support of the police department including supporting Access to Public Records requests specific to the Division.
• Clearly and accurately conveys directives, assignments, instructions, and information throughout the Administration to appropriate individuals while using appropriate judgment and tact in the dissemination of content.
• Acts as liaison for the Office of the Chief of Police with outside organizations, and members of the general public to resolve problems and complaints with professionalism and confidentiality.
• Collects receipts; performs functions such as preparation of budgets, specifications, and requisitions for goods, services, and equipment of the Department; prepares orders and directives; prepares time sheets; assists with Department bookkeeping and budget control; prepares all travel requests and prepares other staff service activities.
• Provides a bridge for smooth communication between the leaders and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Performs other related duties as assigned.

Minimum Qualifications

• Graduation from an accredited college or university with a bachelor’s degree in criminal justice, public administration or a related field; and / or a minimum of five (5) years experience as an executive assistant performing diverse and complex tasks requiring a high level of skill and confidentiality; or a combination of substantially equivalent education and experience.
• Expertise in the use of technology, including Microsoft Word, Excel, Outlook, PowerPoint and project management software as relates to the preparation of processing documents and business letters and the input and tracking of timekeeping functions such as hours worked, sick time, and vacation / furlough.
• Advanced written and verbal communication skills, with the ability to effectively present information to diverse audiences. Ability to understand and follow complex oral and written instructions.
• Demonstrated ability to work collaboratively with a wide range of stakeholders, including elected officials, community leaders, and law enforcement personnel.
• Ability to expeditiously perform various clerical or office duties and to successfully assume administrative responsibility and obtain cooperation in carrying out duties.
• Be able to perform complex tasks with limited supervision as well as meet deadlines and manage multiple priorities in a timely manner.
• Strong attention to detail and accuracy, particularly in managing confidential information and preparing business documents.
• Must be able to perform all essential functions of the job.