Executive Assistant to the Chief of Police

City of Redmond•Redmond, WA

5d•Onsite

About The Position

The Administrative Supervisor (Executive Assistant to the Chief of Police) provides technical and complex administrative support for the Chief of Police, including coordinating meetings and calendars, facilitating special projects and programs, and providing high level customer service. The incumbent performs a wide variety of tasks requiring initiative, independent judgment and working knowledge of City organization and programs. Work entails dealing with confidential and sensitive issues requiring a high degree of discretion. The incumbent also serves as a liaison between the police department and other departments throughout the City, and other agencies. Provides supervision to other administrative and clerical staff as assigned.

Requirements

Associate’s degree with a minimum of seven years of high-level administrative support experience, including two years of executive level support
Two years’ experience in lead or supervisory capacity
Valid WA State Driver's license required
Knowledge of City organization and local government structure, practice, and procedures.
Knowledge of techniques and methods of project management.
Highly skilled in providing support at the executive level and in responding to and providing solutions to sensitive and confidential matters.
Knowledge of professional standards for business correspondence.
Advanced knowledge and technical proficiency in a variety of computer programs including Microsoft products such as Word and Outlook; familiarity with SharePoint, OneNote, Excel, Enterprise Accounting software, and City timekeeping and workforce management systems, including Telestaff, UKG (formerly Kronos).
Ability to utilize software to produce perform analysis, manage data, and develop reporting.
Strong written and verbal communication skills.
Ability to provide high level of customer service.
Knowledge of principles of supervision, training, and performance evaluation.
Ability to gather, assemble, and analyze data.
Ability to create and develop constituent relationships and to establish positive working relationships throughout the organization.
Ability to develop innovative and creative solutions.
Ability to maintain confidential information and records.
Ability to use sound judgment, effectively draw conclusions and make decisions.
Ability to manage multiple projects and varying deadlines.
Ability to work independently with minimal oversight.
Ability to resolve issues effectively and efficiently.
Ability to work closely and effectively with City leadership, elected officials and staff.
Ability to set priorities and direct, guide and motivate and evaluate the work of subordinates.
Ability to plan, organize and schedule work assignments.
Ability to instruct subordinate employees in proper work methods, processes, and procedures.

Nice To Haves

Bachelor’s degree preferred
Public sector experience preferred

Responsibilities

Independently plan and coordinate department functions and services; provides administrative management of sensitive and confidential issues.
Anticipate the needs of and manage the day-to-day operations of the Office of the Chief.
Communicate with staff, organize appointments, prepare, and respond to questions.
Prepare information necessary for assigned projects, including researching, collecting, analyzing, and compiling data and information; prepare reports and present information to a variety of audiences.
Compose and prepare a variety of correspondence, reports, and other materials.
Review documents and communications on behalf of the department for content and accuracy.
Manage the schedules and calendars of the Chief of Police, organize meetings and coordinate department staff attendance at various meetings, events, and conferences.
Coordinate travel arrangements.
Screen and sort incoming mail to the Chief’s office, determining priority of items for consideration.
Prepare appropriate responses or refer to appropriate department staff and track responses.
Serve as a liaison between the police department and the community, staff, and other agencies; use sound judgment to respond to citizens regarding sensitive issues; take responsibility for decisions, exercise tact, independence and initiative in managing sensitive and confidential matters and situations.
Facilitate and coordinate communication between police department and the community, city departments and/or City Council.
Manage constituent inquiries and concerns; research and analyze relevant constituent issues.
Provide excellent customer service and assist with administrative problems as they pertain to the department; disseminate information throughout the department and/or City; prepare and distribute reports and memos to other departments, employees and/or the public.
Maintain and track personnel and departmental data, directories, and files.
Create, update, and maintain routine and moderately complex spreadsheets, documents, invoices, requisitions, and agreements.
Prepare budget offers and expense reports for the department.
Supervise, plan, organize and direct the work of assigned staff.

Benefits

MEDICAL INSURANCE - Choice of two plans for employees and their eligible dependents: Premera or Kaiser Permanente. All employee healthcare premiums paid for by the City of Redmond.
PRESCRIPTION DRUG INSURANCE - Included with each medical plan
DENTAL INSURANCE - For employees and their eligible dependents
VISION INSURANCE - For employees and their eligible dependents
OTHER INSURANCE - Life, accidental death & dismemberment insurance, short and long-term disability, optional employee-paid voluntary life insurance
FLEXIBLE SPENDING ACCOUNTS - For tax savings on healthcare and dependent care expenses
PAID VACATION & HOLIDAYS – with (13) paid holidays per year
EMPLOYEE ASSISTANCE PROGRAM (EAP)
RETIREMENT PLANS - Department of Retirement Systems (DRS) plus additional options that include: Municipal Employees Benefit Trust (Social Security replacement plan) and MetLife 457 Plan
Annual COLA adjustments
Annual merit increases of up to 5%