Senior Administrative Assistant - Police Department

Job Summary

The Senior Administrative Assistant position is crucial to the department's effectiveness and is classified as the executive secretary position. This role is directly accountable to the Chief of Police and assists in the administration of the department through appropriate administrative means. The Senior Administrative Assistant must exhibit integrity and strong character due to the sensitive nature of the role, which involves handling confidential information. The position requires a diverse set of skills developed through training and experience, necessitating the ability to discern when to inform the Chief and when to handle issues internally.

About the Role

This role demands a high level of responsibility and discretion, ensuring confidentiality and maintaining a positive work history. The candidate must also demonstrate a commitment to the department's mission and core values, which include Integrity, Customer Service, Efficiency, and Innovation.

Responsibilities

• Perform executive secretarial functions for critical aspects of the department's operations, requiring significant discretion and specialized knowledge.
• Provide effective liaison between Town Staff and the Chief of Police, communicating effectively and courteously with the public and other town employees.
• Prioritize a heavy workload, relay instructions, information, and decisions from the Chief's office, and make independent decisions without constant supervision.
• Aid the public, handle difficult and sensitive inquiries and complaints, conduct research, compile, and analyze data for special projects and reports.
• Take and transcribe dictation, type and proofread various reports, letters, memos, and statistical charts, and compose general correspondence.
• Manage finances, pay bills, type forms, charts, statements, and legal documents, order and maintain office supplies, and interact with suppliers.
• Arrange appointments, meetings, airline reservations, and hotel accommodations for out-of-town travel, maintain calendars for the Chief of Police and other department staff, and keep the Chief informed of current developments or issues.
• Maintain files and records for information related to the Chief's office, participate in staff meetings, and perform other related duties as assigned.

Requirements

• United States citizenship.
• At least 21 years of age.
• A high school diploma or GED equivalency certificate.
• Proficient reading, writing, and comprehension of the English language.
• Ability to type 80 words per minute.
• No felony convictions.
• No misdemeanor convictions within the past five years.
• A good attendance record.
• A good credit history and financial record.
• Adequate visual acuity and hearing ability.
• Substantial competency in typing, filing, and data entry.
• Computer skills to utilize relevant software.

Qualifications

• Positive past work history.
• Valid Texas Driver's License.
• Notary Public License.
• Ability to read, write, and understand the English language.
• Knowledge and skill in using a computer.
• Coordination and management of multiple projects and assignments.
• Use of various machines, including personal computers, telephones, calculators, facsimile machines, and copiers.

Reasoning Abilities

The Senior Administrative Assistant must be able to interpret a variety of instructions provided in written, oral, diagrammatic, or schedule form.

Physical Demands

• Regularly stand, walk, sit, use hands to operate various machines and equipment, reach with hands and arms, talk, and hear.
• Frequently stoop, kneel, or crouch.
• Occasionally lift and/or move up to 10 pounds.
• Close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Exert up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
• Perform sedentary work.

Work Environment

• Routine work indoors 95% of the time.
• Routine work outdoors 5% of the time.

EEO Statement

The Town of Little Elm does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, or military service in employment or the provision of services.