Executive Assistant to the Chief of Police

City of Olympia•Cocoa, FL

About The Position

Plans, manages, oversees, and implements the clerical function for the Office of the Chief of Police for the City of Olympia (City). Work involves conducting research and analyzing data, evaluating programs and related policies and procedures for alignment with departmental goals and work plan. Makes recommendations regarding assigned functions and activities within the department. About the Position The Olympia Police Department is looking for a qualified and motivated professional to join the Administrative division of the department as an Executive Assistant to the Chief of Police. This is a full-time position that will work directly for the Chief of Police and provide support to the department’s management team. This position provides high-level administrative support to the Chief of Police and command staff. This role includes the supervision of administrative professional staff. Ideal Candidate Profile The ideal candidate will have the following critical attributes: Knowledge and demonstrated abilities in the area of advanced secretarial practices and procedures. Ability to dispense information, provide advice, and coordinate activities and schedules for the Chief of Police and often the senior leadership team. Communication skills and ability to perform as the key contact, spokesperson, or representative of the Chief of Police and/or the department. Knowledge of City and department policies, public relations judgment, and tack to manage and resolve difficult situations. Strong written and verbal communication skills; ability to communicate complex topics to a variety of audiences in a concise and credible manner. Time management skills while being self-directed and self-motivated. Documented work ethic and displayed ability to achieve the values set forth in the department mission and strategic plan. Experience in managing project goals, timelines, assignments, and completion. Ability and willingness to facilitate relationships on behalf of the Chief of Police and the department internally and externally. Organized, reliable, dependable and team oriented. Detail oriented and able to handle multiple projects. Highly organized with a meticulous work ethic Work independently, set priorities, and meet inflexible deadlines. Ability to maintain highly sensitive and confidential information. Ability to supervise administrative staff in their day-to-day administrative duties.

Requirements

Advanced knowledge of local government, public process and procedures, and community programs.
Advanced knowledge of clerical procedures and systems such as word processing, managing files and records and other office procedures.
Knowledge of or the ability to learn standard practices, policies, and structures of municipal law enforcement department and related programs and services.
Skill in the use of Microsoft Office products (Word, Outlook, and Excel) and applicable department and organization specific software and ability to learn and become proficient in the use of other specialized software as may be required.
Skill in using mathematics required for the work.
Skill in maintaining confidentiality and handling sensitive information.
Ability to clearly communicate and understand and explain information in English, both orally and in writing.
Ability to follow oral and written instructions.
Ability to read, update and maintain various records and files in numerical, alphabetical, or chronological sequence.
Ability to review, compile and organize forms, documents and related records for efficient processing and ready retrieval.
Ability to establish and maintain effective working relationships with those interacted with during work regardless of race, color, religious creed, national origin, ancestry, sex, sexual orientation, gender identity, age, genetic information, disability, political affiliation, military service, or diverse cultural and linguistic backgrounds.
High school diploma or GED and five (5) years of increasingly responsible administrative support experience, including some previous lead-worker responsibility or demonstrated ability to lead the work of others
OR associate degree in public or business administration or related field and three (3) year of experience as listed above
OR bachelor’s degree in public or business administration or related field and one (1) year of experience as listed above
OR a combination of experience, certification, education, and training that demonstrates expertise in the related areas.
A valid Washington State driver’s license may be required.
Successful completion of background check including polygraph examination.

Nice To Haves

Knowledge and demonstrated abilities in the area of advanced secretarial practices and procedures.
Ability to dispense information, provide advice, and coordinate activities and schedules for the Chief of Police and often the senior leadership team.
Communication skills and ability to perform as the key contact, spokesperson, or representative of the Chief of Police and/or the department.
Knowledge of City and department policies, public relations judgment, and tack to manage and resolve difficult situations.
Strong written and verbal communication skills; ability to communicate complex topics to a variety of audiences in a concise and credible manner.
Time management skills while being self-directed and self-motivated.
Documented work ethic and displayed ability to achieve the values set forth in the department mission and strategic plan.
Experience in managing project goals, timelines, assignments, and completion.
Ability and willingness to facilitate relationships on behalf of the Chief of Police and the department internally and externally.
Organized, reliable, dependable and team oriented.
Detail oriented and able to handle multiple projects.
Highly organized with a meticulous work ethic
Work independently, set priorities, and meet inflexible deadlines.
Ability to maintain highly sensitive and confidential information.
Ability to supervise administrative staff in their day-to-day administrative duties.

Responsibilities

Plans and implements the activities of the department's administrative unit.
Trains, coordinates, provides guidance to and reviews the work of lower-level staff to accomplish operational plans and results.
Ensures policies and procedures are consistently applied; identifies and makes recommendations regarding methods and procedures to improve performance and increase productivity and efficiency.
Manages department calendars and schedules appointments; identifies and indicates priorities and provides accurate details and thorough information for meetings, events, and commitments.
Schedules travel arrangements to include air, hotel, and ground transportation.
Conducts studies and prepares reviews of current and proposed operations and programs regarding budgets, organizational structure / staffing, and facilities and equipment.
Participates in the development of policies, plans and goals.
Drafts, edits, prepares and processes a variety of legal and official documents, correspondence, and reports and presentations; maintains records and generates contracts, purchase orders, invoices and expense reports.
Prepares and presents information to a variety of audiences including employees, the public, City Council, and government liaisons and representatives of external agencies.
Collaborates with department managers and employees, other City departments, and government agencies; works with City staff at all levels to problem solve, develop recommendations and address issues.
Coordinates and conducts or assists with special assignments and projects to meet department objectives and respond to emerging issues.
Interprets City policies, procedures and regulations for the public; maintains records and compiles information regarding inquiries and complaints.
Remains current on issues, situations, concerns and conditions of special interest; provides information and data to the Chief of Police and other parties as appropriate; assists with follow-up actions, coordinating with and involving others as needed.
Provides professional internal and external customer service; responds to a variety of needs in a manner appropriate for each individual and develops or communicates resolutions to customers.
May be required to attend evening or weekend meetings and events based on organizational responsibilities and requirements.
Punctual, regular, and reliable attendance is essential for successful job performance.