Job Title: Administrative Assistant to Chief of Police          

Wage/Hour Status: Non-Exempt

Reports to: Chief of Police                         

Pay Grade: Clerical Pay 6

Dept. /School:  Police Department                                                            

Days:  227

Supervises:    

Primary Purpose: To assist the Chief of Police in coordinating the activities of the programs and personnel assigned to this department.     

Qualifications:

Education/Certification:

• High school graduate or GED.

            Special Knowledge Skills:

• Excellent organization, communication, and interpersonal skills
• Possess basic bookkeeping skills.
• Demonstrate strong filing skills with ability to organize, maintain, and retrieve from a large system.
• Personal qualities of tact, courtesy, dependability, and initiative.
• Ability to use a personal computer and software to develop spreadsheets, databases, and word processing.
• Notary - Required

Experience:

• Three years or more advanced secretarial experience with extensive contact with people.
• Prior experience in executive office of public school district or another entity.

Major Responsibilities and Duties:

• Schedule appointments and maintain Chief of Police’s calendar
• Organize and manage routine work activities of the Chief of Police’s office
• Greet visitors and assist in meeting their needs by responding in a knowledgeable and courteous manner to personal and telephone inquiries
• Relay messages, make referrals, record information, arrange appointments, and book meeting places
• Facilitate communication with department personnel, principals, and other staff and prepare reports as required
• Maintain correspondence, communications, and files for this department
• Prepare requisitions for budget items, maintain a budget file, record expenses, and keep current balances
• Prepare and maintain accurate payroll records
• Order and maintain office supplies and professional development materials and supplies
• Maintain confidentiality of Chief of Police's meetings with staff, other personnel, and other pertinent information
• Format, type, and prepare memos, agendas, letters, and reports for distribution
• Attend and meet required Ector County ISD hours of staff development
• Collaborate with secretaries in the performance of duties to meet the needs of the District
• Plan, coordinate, and prepare mail-outs
• Assume other duties and responsibilities as assigned by the Chief of Police

Supervisory Responsibilities:

• Supervise others as directed by the Chief of Police

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Work with frequent interruptions; maintain emotional control under stress; Repetitive hand motions; prolonged use of computer.  Occasional prolonged and irregular hours.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.  I have read, understand and attest to the above description and funding relating to my daily activities.

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