Executive Assistant to the Chief of Police

Come join our team! The City of Sedona is now accepting resumes for the position of Executive Assistant to the Chief of Police . This position coordinates and performs a variety of confidential and complex secretarial functions and provides direct executive-level administrative support to the Chief of Police

THE POSITION

Performs highly responsible, confidential, and complex administrative duties for the Chief of Police or designated department staff. Accomplishes a variety of recurring and non-routine administrative activities with minimal supervision relating to the composition of correspondence, coordination of management information and special events, arranging meetings and appointments, and making travel arrangements on behalf of the police personnel. Coordinates and performs a variety of confidential and complex secretarial functions; provides executive-level administrative support to the Chief of Police; schedules and coordinates meetings; prepares correspondence, reports and other documentation; processes accounts payable; assists with grants; updates and maintains department records and files; serves as a representative of the department; coordinates special projects; and performs other related duties.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from Chief of Police or designee.

ESSENTIAL AND MARGINAL FUNCTION STATEMENTS -- Essential and other important responsibilities and duties depending on which main function of the department you may be assigned, may include, but are not limited to, the following:

Essential Functions:

1. Perform a wide variety of complex, responsible and confidential administrative duties for the Police Chief or designee.
2. Handlle confidential and sensitive information and assignments with discretion.
3. Communicate with the general public, department leadership team and staff in order to perform administrative duties in support of the Chief of Police or designee.
4. Deal tactfully and courteously with the public, responding to and resolving difficult and sensitive citizen/customer inquiries and complaints. Type and proofread a variety of documents including general correspondence, statistical charts, verbal instructions, agendas, reports, memos and statistical charts from rough draft, recordings, forms, copy, notes, or verbal instruction.
5. Perform a variety of routine clerical work including filing, billing, verifying and recording information on records.
6. Act as a receptionist; respond to caller inquiries; answer the phone and wait on the general public, providing routine and general information on departmental and City policies and procedures as required; refer inquiries to appropriate department personnel.
7. Compile data for statistical and financial reports; maintain a variety of statistical records; check and tabulate basic statistical data; prepare simple statistical reports.
8. Transcribe confidential electronically recorded interviews, internal investigations and sensitive letters or reports.
9. Order and maintain office supplies; resolve errors in orders received on invoices.
10. Sort and file mail, documents and records, maintain comprehensive filing system.
11. Efficiently operate a computer, calculator and/or other office equipment.
12. Serve as the administrator to department’s Parking Ticket program and main communication/liaison with the general public. Establish, organize, and maintain filing systems; perform record keeping for various funds and expenditures; maintain inventory records and other department and program files; handle and maintain sensitive and confidential information and records.
13. Maintain calendars and schedules of activities, meetings and various events; set meetings and appointments; coordinate activities with other City departments, the public and outside agencies; coordinate travel arrangements; ensure that meeting facilities are prepared.
14. Verify and review materials for accuracy, completeness and conformance with establish regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records and reports.
15. Maintain and control petty cash fund; accept payment of fees and make change; maintain and process cash records.
16. Coordinate and track training activities for department staff; prepare training schedules and travel accommodations.
17. Recognize and maintain various types of confidential information, documents, and materials.
18. Serve as a Notary Public and notarize documents as requested.
19. Coordinate various departmental grants; participate in administering and monitoring grant funding.
20. Serve as a confidential secretary to the Chief of Police.
21. Review monthly budget record and prepare bills for payment; gather information for annual budget.
22. Forecast funds needed for materials, equipment and supplies; monitor and approve expenditures as appropriate, maintain an audit of supplies and orders from authorized distributors or companies when appropriate.
23. Work in organized team efforts and assist in problem-solving work-related issues for continuous improvement in the department.
24. Provide support to City-related commissions, committees, and task forces as required.
25. Possess a high level of integrity and sense of ethics.
26. Maintain or perform website content function within assigned role.
27. Substitute for administrative staff as needed and perform related duties as assigned.
28. Interact in a professional and respectful manner with City staff and the public.
29. Coordinate annual departmental events, such as Community Outreach event.

QUALIFICATIONS

Knowledge of :

• Operations, services and activities of the assigned department; general knowledge of other departments in order to correctly direct phone inquiries/customers.
• Basic principles and practices of fiscal, statistical, and administrative data collection and report preparation.
• Office procedures, methods, computer equipment and database software programs.
• Public relations methods and techniques.
• Pertinent rules, regulations, office policies and procedures related to assigned duties.
• Principles of training, supervision and performance evaluation.
• Principles and practices of office administration.
• Records management principles and standards.
• Basic accounting and bookkeeping practices.
• Principles of grant administration.
• Principles and practices of meeting and agenda preparation.
• Proper English usage, spelling, grammar, punctuation, and vocabulary to independently generate effective and professional letters, memos, and reports.
• Principles of mathematics, accounting and statistics.
• Microsoft Office Suite (Word, Excel, PowerPoint).
• Working knowledge of police department records management systems.

Ability to :

• Perform highly responsible administrative duties involving the use of independent judgment and personal initiative.
• Effectively, clearly and professionally communicate, both orally and in writing.
• Handle sensitive material in a confidential manner.
• Work in organized team efforts and assist in problem-solving work-related issues for continuous improvement in work efforts.
• Coordinate and conduct a variety of highly skilled administrative functions.
• Provide confidential secretarial support to senior management personnel.
• Prepare and maintain correspondence, reports, and other documentation.
• Process invoices and coordinate departmental grants.
• Establish and maintain cooperative working relationships with other staff, City departments, outside agencies, community organizations, and the general public.
• Ensure necessary training and other technical support for building an environment that encourages teams and continuous improvement.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Independently prepare correspondence and memoranda.
• Respond professionally to requests and inquiries from the general public.
• Interpret and apply administrative and departmental policies and procedures.
• Plan, organize, and carry out assignments from management staff with minimal direction.
• Maintain confidential data and information.
• Establish and maintain effective working relationships with department personnel as well as other outside contacts.
• Work weekends and/or late evenings for special events.

EXPERIENCE AND TRAINING GUIDELINES
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience :

Three years of increasingly responsible administrative experience in office management or a related field, preferably in municipal government. Prior executive assistant experience in a police department is highly desirable.

Training :

Successful completion of two years of college-level course work (60 semester units) in Business or Public Administration, Secretarial Science or a directly related field desired. A minimum of two years of responsible administrative office experience.

SPECIAL REQUIREMENTS

Background/Polygraph/Psychological

Because of the confidential, sensitive nature of information handled, successful completion of a background investigation and a polygraph exam is required. Must possess a valid Class D Arizona Driver’s License by hire date. Candidates given a conditional job offer will be required to successfully complete a psychological evaluation.

Substance Abuse Testing:

Due to the safety and/or security sensitive nature of this classification, individuals shall be subject to pre-employment or pre-placement alcohol, drug and/or control substance testing as outline in City and Police Department policies and procedures.

WORKING CONDITIONS

Environmental Conditions :

Office environment may be exposed to some excessive noise, unusual fatigue factors, and electrical energy, as well as occasional exposure to outside elements during times of special events and/or programming offered by the department.

Physical Conditions :

Essential and other important responsibilities and duties may require maintaining physical condition necessary for sitting for prolonged periods of time and working closely with others; lifting moderate to heavy boxes and equipment; general manual dexterity.

To apply for this outstanding job opportunity, please click HERE .

The City of Sedona offers a competitive benefit package that includes:
• Arizona State Retirement System with matching employer contributions

• 100% City-paid health, dental, and vision coverage options for employee and family

• Substantial contributions to health, dental and vision coverage for dependents

• HSA health plans available with generous City allowances provided

• City provided $50,000 group term life insurance

• Short-term disability

• 96 hours of PTO time

• Generous monthly vacation accruals

• Eleven paid holidays

• Deferred compensation plans - Optional IRS 457 plans

...and 4/10 work schedule - 3-day weekends!

CONTACT INFORMATION
City of Sedona
Human Resources
102 Roadrunner Drive
Sedona, AZ 86336
928-203-5038 or 928-203-5189

HumanResources@SedonaAZ.gov

The City of Sedona is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at the City are based on business needs; job requirements; individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status; past or present military service; or any other status protected by law or regulation.

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• City of Sedona

• 9282035189

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