Executive Assistant

Town of Clayton•Clayton, NC

9d•Onsite

About The Position

The Town of Clayton is seeking applicants for an Executive Assistant to the Chief of Police for the Police Department. The Town of Clayton employs more than 340 full-time staff in areas including police, fire, and electric utilities. The Town of Clayton also offers a range of PT positions including positions in Parks & Rec, Library, and Cultural Arts. The Town of Clayton is the fastest growing town in Johnston County, which is the fastest growing county in the State of North Carolina. The vision for the Town of Clayton includes a thriving town where growth contributes to the quality of life enjoyed by long-time residents and newcomers alike; easy access but with an atmosphere that feels smaller than it is; a system of parks and greenways that connect people and places; neighborhoods with a variety of quality living options; a town that offers opportunities for people to live, create, shop and eat; a bustling and historic downtown, and businesses that are successful, growing, and investing in the community.

Requirements

Considerable knowledge of program services, policies, procedures, laws, rules, and regulations; ability to demonstrate and apply this knowledge in performance of administrative support tasks; ability to explain and interpret program information to clients/customers and staff
Ability to clearly convey, persuade, and negotiate information and ideas to individuals or groups
Ability to identify and understand issues, problems, and opportunities; determines course of action; develops appropriate solutions
Ability to develop ideas into plans of action and to coordinate the actions through implementation
Ability to present ideas clearly and effectively in written form; ability to edit, adjusting language or terminology to meet needs of the audience or as appropriate; ability to use correct grammar, organization, and structure
Ability to compile, assimilate, organize, and analyze printed and electronic information.
Ability to apply knowledge of data research and manipulative analysis
Ability to provide direction to staff
Considerable knowledge of modern office practices, procedures, filing methods, records management systems, and office equipment
Associate’s degree in Secretarial Science, Business Administration, or a related discipline from an appropriately accredited institution and two years of progressively responsible administrative/office management experience.
Notary Public and DCI (Division of Criminal Information) Certification required.
Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.
Applicants will be required to take and pass a Pre-Employment Drug and Alcohol screen once they are verbally given a conditional offer of employment.

Nice To Haves

Bachelor's degree is preferred.

Responsibilities

Provides administrative support to the Chief of Police, Executive, and Command Staff of the Police Department
Handles logistics for Department meetings and other large meetings with various groups
Manages communication between the Chief of Police, Executive Staff, and employees of the department
Manages supplies, mail, correspondence, and various department calendars
Reviews and prepares documents that require the signature of the Chief of Police
Prepares reports, agenda items, agreements, forms, and other documentation
Coordinates special projects and activities for the Chief of Police and Executive Staff
Maintains department records in accordance with current records retention schedule
Assists with the hiring, onboarding, and training of new employees
Assists in the budget preparation process
Coordinates fiscal operations of the Police Department
Approves requisitions and purchases
Reviews and submits department timesheets
Intercepts and responds to queries and complaints via telephone, email, or in-person visits
Maintains knowledge of Police Department operations and resolves minor issues
Coordinates and schedules activities for the Chief of Police and disseminates relevant information
Responds to inquiries and citizen concerns, provides information and/or assistance, resolves or redirects to appropriate Police or Town resources
Interacts and assists other departments, outside organizations, and members of the general public
Handles Agency Terminal Agency Coordinator (TAC) designation
Completes CJLEADS Training and handles duties as Designated Administrator
Handles duties as the Agency Administrator for Odyssey