Executive Assistant- PD

Job Details: Job Location: City of Mableton - MABLETON, GA, Position Type: Full Time, Education Level: High School, Salary Range: $25.00 - $40.00Hourly, Travel Percentage: Up to 25%, Job Category: Admin - Clerical, DESCRIPTION OF DUTIES The Executive Assistant provides advanced administrative and organizational support to the Public Safety Director and Chief of Police. The position is responsible for coordinating administrative operations, managing schedules and communications, preparing correspondence and reports, maintaining confidential departmental records, coordinating meetings and special projects, and providing professional support to ensure the effective and efficient operation of the Police Department. The position requires a high degree of discretion, confidentiality, organization, attention to detail, and the ability to work effectively in a law enforcement environment. ESSENTIAL JOB FUNCTIONS Provides comprehensive administrative and organizational support to the Chief of Police and designated command staff. Manages and coordinates calendars, appointments, meetings, conferences, briefings, and other departmental activities. Coordinates internal and external meetings involving the Chief of Police, command staff, city leadership, elected officials, law enforcement agencies, community organizations, and other stakeholders. Prepares, reviews, formats, and distributes correspondence, memoranda, reports, presentations, agendas, meeting materials, and other official departmental documents. Receives, screens, and routes telephone calls, correspondence, emails, visitors, and other communications to the appropriate department personnel. Maintains confidential administrative, personnel, operational, investigative, and departmental records in accordance with applicable laws, policies, and records retention requirements. Assists with the preparation, organization, and maintenance of records and documentation related to departmental operations, policies, procedures, and administrative activities. Coordinates and tracks administrative requests, assignments, deadlines, and follow-up items for the Chief of Police and command staff. Assists with the preparation, review, and tracking of departmental reports, presentations, correspondence, and other materials requested by the Chief of Police, command staff, City Manager's Office, Mayor and Council, and other authorized officials. Assists with the coordination and scheduling of Police Department recruitment events, community meetings, training activities, ceremonies, conferences, and special events. Assists with the preparation and coordination of materials for departmental meetings, staff meetings, command staff meetings, and other official gatherings. Maintains departmental files, records, logs, and tracking systems and ensures information is organized, current, and readily accessible to authorized personnel. Assists with monitoring administrative expenditures, purchase requests, invoices, contracts, and other financial documentation as assigned. Assists with procurement activities, including preparing purchase requisitions, obtaining supporting documentation, tracking orders, and coordinating with Finance and Procurement personnel. Coordinates travel arrangements, registrations, lodging, reimbursements, and related documentation for the Chief of Police and designated department personnel. Assists with the preparation and submission of documents required for grants, professional organizations, memberships, conferences, and departmental programs. Assists with coordinating responses to requests for information, public records requests, and other administrative inquiries and ensures requests are routed to the appropriate personnel for response. Serves as a liaison between the Police Department and other City departments, governmental agencies, law enforcement organizations, community partners, and members of the public. Maintains confidentiality and exercises discretion when handling sensitive law enforcement, personnel, operational, investigative, and administrative information. Assists with the development, review, and implementation of departmental administrative procedures, forms, workflows, and recordkeeping practices. Maintains accurate electronic and physical files and ensures documents are retained, organized, and disposed of in accordance with applicable City policies and records retention requirements. Assists with preparation of departmental presentations, reports, spreadsheets, and other administrative materials using standard office software. Monitors and maintains office supplies, equipment, forms, and other administrative resources for the Police Department as assigned. Assists with onboarding and administrative coordination for Police Department personnel, including scheduling, documentation, equipment requests, and coordination with Human Resources and other City departments. Provides administrative support for departmental personnel actions, organizational changes, promotions, appointments, and other employment-related processes as assigned. Assists with coordinating departmental communications and ensures information is distributed to appropriate personnel in a timely and professional manner. Maintains professional working relationships with City officials, department employees, law enforcement personnel, governmental agencies, community organizations, vendors, and the general public. Performs other related duties as assigned. Qualifications: DESIRED SKILLS/KNOWLEDGE/ABILITIES Thorough knowledge of administrative office practices, procedures, and organizational principles. Knowledge of municipal government operations and administrative processes. Knowledge of law enforcement terminology, organizational structure, and administrative practices preferred. Knowledge of records management, document control, confidentiality requirements, and records retention practices. Knowledge of standard office software, electronic filing systems, calendaring systems, and other administrative technology. Ability to provide highly confidential and sensitive administrative support to the Chief of Police and command staff. Ability to exercise sound judgment and discretion when handling confidential, sensitive, or restricted information. Ability to organize and prioritize multiple assignments, projects, meetings, and deadlines with minimal supervision. Ability to accurately prepare, proofread, format, and maintain official correspondence, reports, presentations, spreadsheets, and other documents. Ability to maintain accurate records and tracking systems and identify discrepancies or missing information. Ability to communicate effectively, both orally and in writing, with employees, City officials, law enforcement personnel, governmental agencies, vendors, and members of the public. Ability to establish and maintain effective working relationships with individuals at all levels of the organization. Ability to professionally represent the Police Department when interacting with internal and external stakeholders. Ability to handle frequent interruptions while maintaining accuracy, professionalism, and appropriate priorities. Ability to coordinate complex schedules, meetings, events, travel, and administrative activities. Ability to work independently, exercise initiative, and make routine administrative decisions within established policies and procedures. Ability to manage sensitive information while maintaining strict confidentiality. Ability to operate computers, electronic records systems, telecommunications systems, and standard office equipment. Ability to work effectively in a fast-paced public safety environment and respond appropriately to changing priorities. TRAINING AND EDUCATION QUALIFICATIONS Minimum Qualifications High School Diploma or GED. Three (3) years of progressively responsible administrative, executive support, municipal government, law enforcement support, or related experience. Experience providing administrative support to a department head, executive, director, or senior-level manager preferred. Must successfully pass an extensive background investigation. Any equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities. Possession of a valid driver's license. Proficiency in Google Workspace applications. Preferred Qualifications Associate degree in Business Administration, Public Administration, Criminal Justice, Office Administration, or a related field. Bachelor's degree in Business Administration, Public Administration, Criminal Justice, or a related field. Previous experience working in a municipal government, police department, sheriff's office, court system, or other public safety environment. Experience supporting a Police Chief, Deputy Chief, Assistant Chief, Director, or other executive-level official. Experience with municipal administrative systems, electronic records management systems, procurement systems, or human resources/payroll systems. Experience preparing executive-level correspondence, reports, presentations, and meeting materials. ESSENTIAL PHYSICAL/MENTAL ABILITIES Occasionally: Standing, walking, bending, reaching, lifting and carrying office materials weighing up to 25 pounds, and moving throughout City and Police Department facilities to perform assigned duties. Frequently: Sitting, walking, repetitive use of hands and arms, operating a computer and standard office equipment, communicating with others, concentrating on tasks, reviewing documents, organizing information, and maintaining accurate records. Ability to maintain concentration and accuracy while managing multiple priorities, frequent interruptions, confidential information, and time-sensitive assignments. Ability to exercise sound judgment, discretion, and professionalism when handling sensitive law enforcement and administrative information. Ability to effectively communicate and interact with individuals from diverse backgrounds and at varying levels of the organization. Ability to adapt to changing priorities and perform effectively in a fast-paced public safety environment. PROBATIONARY PERIOD AND FLSA STATUS Probationary Period: One (1) Year FLSA Status: Non-Exempt