Administrative Assistant to the Deputy Chiefs of Police

City of Lynchburg•Lynchburg, VA

About The Position

The Administrative Assistant provides comprehensive, executive-level administrative support to the three Deputy Chiefs of Police and helps ensure efficient operation of their respective bureaus. The position reports to the Executive Assistant to the Chief of Police and coordinates with that role to support the Chief’s Office. The position has no supervisory responsibilities. The role manages calendars and meetings, handles inquiries and correspondence, maintains records and sensitive documents, prepares and routes materials for signature, and supports meetings and follow-up. It also assists with budget-related administration, special projects and events, bureau operations, records-retention and policy compliance, and updates to office procedures. The position handles confidential information, including criminal justice information, and builds effective working relationships across the department, city government, the community, and outside agencies. Additional assignments may include providing direct or indirect service to citizens, performing special duties during unusual situations or a declared State of Emergency, and filling in as acting Executive Assistant to the Chief of Police as needed.

Requirements

Progressively responsible administrative experience in a fast-paced work environment, with demonstrated ability to manage shifting priorities, a large and varied workload, and tight deadlines.
Strong attention to detail and adaptability to take on additional duties as office needs evolve.
Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
Ability to learn new record and document management systems and scheduling tools.
Excellent written and verbal communication skills, including proofreading and editing.
Strong organizational and time-management skills, with the ability to prioritize competing requests.
Sound judgment, discretion, and ability to maintain confidentiality.
Ability to interact professionally and courteously with department personnel, city officials, the public, and outside agencies.
Ability to work independently and as part of a team.
Valid Virginia driver’s license and acceptable driving record according to City criteria.
Must pass a thorough background investigation, polygraph and credit examination, and drug and alcohol screen.
Must complete IS100 and IS700 National Incident Management (NIMS) training within 90 days of employment; higher levels of NIMS training may also be required.
Must be able to obtain and maintain certification or clearance for access to criminal justice information systems, as required by the department.

Nice To Haves

Bachelor’s degree, or a combination of education and experience in administration, business, management, or a related field, or equivalent relevant work experience.
Experience supporting multiple executives or senior leaders simultaneously.
Experience in a law enforcement, public safety, or government setting.
Notary Public commission, or ability to obtain it within 90 days of employment.

Responsibilities

Provide executive-level administrative support to the three Deputy Chiefs of Police.
Coordinate with the Executive Assistant to ensure seamless support across the Chief’s Office and share information and updates as appropriate.
Manage the Deputy Chiefs’ calendars and coordinate meetings, prioritizing sensitive and time-critical matters while supporting an optimal work-life balance.
Serve as a primary point of contact for internal and external stakeholders by screening calls, managing inquiries and emails, and prioritizing correspondence.
Maintain organized records, files, and databases, including confidential personnel, internal affairs, disciplinary, contract, and other sensitive documents.
Prepare documents for signature, route them through the chain of command, track due dates, and follow up as needed.
Prepare, proofread, and edit reports, memorandums, correspondence, presentations, and other documents.
Attend assigned meetings, take minutes, and follow up on action items.
Assist with budget-related administrative tasks, including purchase requests, invoice processing, expense reports, and office-supply tracking.
Help coordinate special projects, community engagement initiatives, ceremonies, and department events through research, materials preparation, and logistical support.
Assist with bureau operations, including supplies, equipment maintenance, shared-space scheduling, and facility coordination.
Ensure compliance with city policies, procedures, regulations, department directives, and records-retention requirements.
Assist in drafting and updating office procedures and reference materials.
Handle sensitive and confidential information, including criminal justice information, with discretion and professionalism.
Foster working relationships with city department heads, elected officials, community members, sworn and civilian personnel, and external agencies.
Collaborate with administrative and command staff to coordinate communication across the organization.
Undertake special assignments and ad hoc tasks delegated by the Deputy Chiefs or Executive Assistant to the Chief.
Perform other duties that provide direct or indirect service to citizens, as assigned.
Accept special assignments during unusual situations or a City Manager-declared State of Emergency as needed to support service delivery.
Fill in as acting Executive Assistant to the Chief of Police as needed.