EXECUTIVE ASSISTANT TO POLICE

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EXECUTIVE ASSISTANT TO POLICE

Salary

$55,661.20 Annually

Location

Asheville, NC

Job Type

Full Time

Job Number

2024-01393

Department

Asheville Police Department

Division

Administration - PD

Opening Date

09/26/2024

Closing Date

10/11/2024 5:00 PM Eastern

• Description

• Benefits

• Questions

Summary

About us:

The City of Asheville is dedicated to providing quality service for the residents and visitors of our beautiful city, nestled in the Blue Ridge Mountains of western North Carolina. Asheville, NC is a thriving mountain city that has a culture enriched in diversity.

The City of Asheville values and respects a diverse community, workforce and ideas, and is committed to promoting an equitable, fair, and just employment environment. Our organization seeks to create and provide access and opportunities to employees, residents and visitors to fulfill their potential through inclusive engagement practices. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, sexual orientation, age, disability, genetic information or veteran status.

About our opportunity:

The Asheville Police Department is seeking an experienced Executive Assistant. The purpose of this position is to effectively manage essential business operations of the Police Command Staff's office, assigned projects, and complex administrative duties on behalf of the Chief of Police and Deputy Chiefs. This role is critical to supporting high-level decision-making, ensuring the smooth execution of departmental initiatives, and streamlining administrative processes. By providing direct support to leadership, the Executive Assistant will enhance organizational efficiency, coordinate key projects, and manage confidential and time-sensitive tasks, allowing the leadership team to focus on strategic priorities and community safety.

Full-Time 37.5 hours per week

Typical hours are Monday - Friday 8:30 am - 5:00 pm

Essential Duties and Responsibilites

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Manages the calendars and schedules for the Police Chief and Deputy Chiefs, including scheduling and confirming appointments, meetings, interviews, conferences, and training activities. Coordinates travel arrangements, including accommodations and conference registrations, and updates the calendar regularly. Notifies all relevant parties of any changes

• Receives and screens visitors, telephone calls, emails, and regular mail, providing information and resolving issues as appropriate for City staff or other organizations. This role requires using judgment to interpret laws, policies, rules, and procedures. Oversees and directs office operations, exercising sound personal judgment and discretion in identifying, evaluating, and escalating critical issues to the Police Chief and Deputy Chiefs.

• Performs complex, responsible, and confidential administrative duties for the Police Chief and Deputy Chiefs. This includes assisting with special projects, attending meetings as required, and compiling information for sensitive reports and evaluations. Helps prepare comprehensive reports and maintains detailed meeting notes. Handles sensitive information with discretion, independently composes and manages correspondence, and prepares, edits, and proofs a variety of reports, letters, and memos.

• Oversees assigned projects: develops and establishes project schedules and timeframes; plans and organizes project meetings; identifies and assigns duties and tasks; gathers resources and equipment; and documents and monitors project tasks and objectives that involve stakeholder communication, quality assurance, program metrics, and progress reports.

• Follow-up and action tracking: tracks items that require follow-up actions after City Council or departmental meetings; maintains progress reports and records regarding department activities; ensures the Police Chief and Deputy Chiefs are aware of any activities that affect the department’s operations or require input.

• Communicates with City administrators, elected officials, supervisors, subordinates, other City employees, the public, and external agencies or organizations to coordinate work activities, exchange information, and resolve issues.

• Operates a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.

  Additional Functions:

  Fulfill additional duties as assigned, adapting to current workload and departmental requirements.

Education and Experience

Minimum Qualifications:

We know your time is valuable. Applicants who meet the following minimum requirements or have comparable experience and/or education will be considered:

A Bachelor’s degree in Business Administration, Political Science, Public Administration, Public Relations, or a related field is required, along with three years of experience in responsible administrative support and business communication or any equivalent combination of education, training, and experience that provides the necessary knowledge, skills, and abilities for this job.

Specific License or Certification Required: Must possess and maintain a valid North Carolina driver’s license and possess and maintain Notary Public certification.

Specific Knowledge, Skills, or Abilities : Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all City or departmental policies, practices, and procedures necessary to function effectively in the position.

Demonstrated Knowledge of:

• English usage, spelling, grammar, and punctuation;

• Modern office practices, procedures, and methods;

• Desktop computer and office software;

• Business communication and basic report preparation;

• City and department policies and guidelines;

• Principles and procedures of confidential and personnel record keeping.

  Skilled in:

• Performs responsible and complex administrative professional work involving the use of independent judgment, problem-solving, and personal initiative;

• Establishes and maintains cooperative working relationships with coworkers and other individuals in contact during the course of work;

• Understands the organization and operation of the City, police department, and outside agencies as necessary to assume assigned responsibilities;

• Communicates clearly and concisely with all levels of City staff and Council, both in writing and verbally;

• Assesses, prioritizes, and completes multiple tasks and demands in a timely manner;

• Uses strong organizational skills, and the ability to navigate multi-faceted environments for program management.

  Performance Aptitudes:

  Data Utilization : Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria. This includes discretion in determining actual or probable consequences and referencing such evaluation to identify and select alternatives.

  Human Interaction : Requires the ability to work with and apply principles of persuasion and/or influence over others to coordinate programs or activities of a project, and resolve typical problems associated with the responsibilities of the job.

  Equipment, Machinery, Tools, and Materials Utilization : Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

  Verbal Aptitude : Requires the ability to utilize a wide variety of reference, descriptive, advisory and/or design data and information.

  Mathematical Aptitude : Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may include the ability to perform mathematical operations with fractions; may include the ability to compute discount, interest, and ratios.

  Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

  Situational Reasoning : Requires the ability to exercise judgment, decisiveness, and creativity in situations involving the evaluation of information against measurable or verifiable criteria.

  ADA Compliance:

  Physical Ability : Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

  Sensory Requirements : Some tasks require the ability to perceive and discriminate sounds and visual cues or signals, and some tasks require the ability to communicate orally.

  Environmental Factors : Essential functions are regularly performed without exposure to adverse environmental conditions.

  The City of Asheville is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourage prospective and current employees to discuss potential accommodations with the employer .

To view our comprehensive benefits package, click here (https://www.ashevillenc.gov/department/human-resources/compensation-and-benefits/) .

01

Select your highest level of education:

• High School/GED

• Associates Degree

• Bachelors Degree

• Masters Degree

• Doctorate

  02

  • Do you have a valid drivers license?

• Yes

• No

  03

  Given the requirements of this position how many years of relevant experience do you posses?

• Less than 1 year

• 1 - 3 years

• 4 - 6 years

• 7 - 9 years

• 10 or more years

  04

  Could you please describe specific examples of how your experience aligns with the key responsibilities outlined in the job description?

  05

  Are you currently a licensed Notary Public, or do you have the ability to obtain this certification within 12 months of employment?

• Yes, I am a licensed Notary Public.

• No, but I have the ability to obtain the certification within 12 months of employment.

• No, I do not have the ability to obtain this certification.

  Required Question

Agency

City of Asheville

Address

City of Asheville PO Box 7148 Asheville, North Carolina, 28802

Phone

828-259-5690 - Apply Online! - EOE

Website

http://www.ashevillenc.gov/jobs