Executive Assistant to Police Chief

City of Colton•Colton, CA

About The Position

The City of Colton Police Department is recruiting to establish an eligibility list for a future vacancy. Under the direction of the Chief of Police, the Executive Assistant performs highly responsible secretarial and administrative duties, providing essential support to the Police Chief and serving as a key liaison between the Chief and department staff. This is the highest-level class in the secretarial series and involves complex, responsible, and sensitive duties relating to police, criminal, and civil matters. The position handles confidential personnel and investigative materials, supports department operations and communications, prepares reports and legal documents, and assists with budget-related tasks and special projects. A typical qualification is the equivalent of four years of increasingly responsible secretarial and clerical experience, a high school diploma supplemented by specialized secretarial courses, and a valid Class C California driver's license. A job offer is contingent on successfully completing a background check, which may include fingerprinting, psychological and polygraph evaluations, a pre-employment medical examination, and a Chief’s oral interview.

Requirements

Equivalent of four years of increasingly responsible secretarial and clerical experience.
High school diploma supplemented by specialized secretarial courses, or an equivalent combination of education and experience providing the necessary knowledge, skills, and abilities.
Valid Class C California driver's license.
Knowledge of police reports and documents, police background investigations, and police personnel investigations.
Knowledge of English usage, spelling, grammar, and punctuation; modern office methods, procedures, and equipment; letter and report writing; and the organization, procedures, and operating details of the City.
Ability to understand City and outside-agency organization and operations as needed for assigned responsibilities.
Ability to interpret and apply administrative policies, laws, and rules.
Ability to work independently in the absence of supervision, analyze situations carefully, and adopt effective courses of action.
Ability to compile and maintain complex and extensive records and prepare reports.
Ability to understand and carry out oral and written directions and work cooperatively with other departments, City officials, and outside agencies.
Typing skill at a speed necessary for adequate job performance.
Dictation skill at a speed necessary for adequate job performance.

Responsibilities

Perform complex, responsible, and confidential duties for the Police Chief.
Screen calls, visitors, and mail; respond to inquiries and complaints by interpreting City policies, rules, and regulations or referring matters as appropriate.
Independently respond to letters and general correspondence; compose correspondence and reports.
Compile confidential reports and personnel materials on police applicants, including polygraph, medical, psychological, financial, and background information.
Access federal, state, and local computer systems for investigations under the position’s security clearance.
Prepare criminal investigation reports related to department personnel.
Make travel arrangements; maintain appointment schedules and calendars; arrange meetings, conferences, and civic functions.
Inform the Police Chief about pertinent legislation, news events, and related matters.
Take and transcribe oral dictation from shorthand notes or a dictating machine; operate office equipment.
Type and assemble reports, manuals, newsletters, and other materials and distribute them to staff.
Write and prepare reports and other materials for Council meetings.
Prepare a preliminary office budget, process Requests for Payment, and monitor office budget expenditures.
Type agreements, contracts, ordinances, resolutions, legal documents, MOU's, Skelly letters, and reports.
Research, compile, and analyze data for special projects and reports.
Maintain prompt and regular attendance.
Perform other related duties as required.