Police Executive Assistant

Job Summary

The Town of Estes Park seeks an experienced Police Executive Assistant to support the Police Department. For more information, visit our hiring brochure.

About the Role

This position provides executive level administrative support to the department leadership and command staff. The role involves handling complex administrative tasks, managing schedules, coordinating meetings, and supporting departmental finances.

Responsibilities

• Schedules and coordinates internal and external meetings, events, travel, and other departmental activities.
• Handles routine and complex inquiries for the department.
• Maintains departmental finances, processes invoices, tracks expenditures, and works with Finance to ensure timely and accurate financial processing.
• Prepares and monitors the department budget, including purchase orders, bids, payments, budget status reporting, and expenditure documentation.
• Prepares financial summaries, budget updates, and related reports for department leadership.
• Prepares reports, memos, presentations, mailings, correspondence, agenda and packet materials, executive summaries, confidential records and documents for legal review.
• Takes and distributes minutes for staff, committee, board, and ad-hoc meetings, as needed.
• Maintains complex electronic and paper records and files per Town and Department policies, including confidential records, legal documents, personnel training records and POST credentials to meet accreditation requirements, and other sensitive information.
• Establishes, updates, and maintains office systems, forms, procedures, and standard operating practices to support efficient department operations.
• Serves as a departmental resource on administrative processes, policies, procedures, and functions and may administer programs and projects unique to the assigned area in coordination with department leadership.
• Works on complex special projects and assists with project implementation, coordination, tracking, and completion.
• Serves as a point of contact between the department, Town staff, outside agencies, vendors, community partners, and the general public.
• Receives, screens, routes, and processes mail, telephone calls, email, and personal callers; responds to questions and matters of a technical or sensitive nature and directs others to appropriate staff members as needed.
• Affords assistance with department communications and may prepare, review, or distribute internal and external informational materials.

Requirements

• High school diploma or equivalent (GED).
• An Associate’s degree in a related field and three years of advanced clerical, administrative or secretarial experience in a professional office setting.
• Previous criminal justice experience preferred.

Qualifications

• Ability to obtain and maintain a Notary Public license.
• Ability to obtain and maintain a Colorado Driver’s License or the ability to obtain one within 6 months of hire.
• Ability to obtain and maintain CCIC/NCIC certification.

Skills

• Thorough knowledge of modern office practices and procedures.
• Proficient with computer applications including Microsoft Word, Excel, PowerPoint and Google Suite.
• Considerable knowledge of departmental and organizational activities.
• Working knowledge of financial tracking, bookkeeping, and accounting methods.
• Ability to exercise initiative and independent judgment and to react resourcefully under varying conditions.
• Ability to establish and maintain effective working relationships with employees, other agencies and the general public.
• Ability to provide excellent customer service to internal and external stakeholders.
• Ability to communicate effectively, both verbally and in writing, and follow oral and written instructions.
• Ability to establish and maintain effective working relationships with employees, customers and the general public.

Benefits

The Town of Estes Park offers a comprehensive benefits program including retirement, medical (eligible spouse, family), dental (family), vision (family), life insurance, sick leave, vacation, floating holidays, and volunteer leave. Additional benefits include a Homeownership Program and aid for Dependent Care through a Flexible Spending Account.