JOB TITLE: Executive Assistant to the Chief
JOB CLASS: Full Time
REPORTS TO: Chief of Police
DEPARTMENT: Police Department
LOCATION: 310 Bender, Humble, TX 77338
WORK HOURS: 8 am – 5 pm (Overtime as required)
FLSA STATUS: Non-exempt
ESSENTIAL: No
Position Summary: The Executive Assistant to the Chief performs a variety of duties under the supervision of the Chief of Police. This person reports directly to the Chief of Police and will assist in the administration of the department through appropriate administrative venues.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to communicate with diverse groups of individuals using tact and diplomacy.
• Ability to perform duties with competence, professional work ethics, and the ability to make rational and sound decisions.
• Ability to hear and understand oral communications both in person and by telephone and radio.
• Must possess a substantial degree of competency in areas such as typing, filing and data entry. For example, typing skills should meet or exceed the delivery of 40 words of text per minute (corrected).
• Must possess the ability to comprehend laws and ordinances from a law enforcement context.
• Must possess the ability to relate to all members of the public and communicate effectively with persons of all ethnic, social, religious, and economic backgrounds.
• Must possess the ability to remain calm and effective when confronted with hostile, angry or confused individuals.
• Participate in ongoing training and educational opportunities to maintain and enhance job knowledge.
• Participate in professional organizations.
• Must possess excellent organization skills, and an attention to detail.
• Must possess strong written and oral communication skills and be able to prioritize workload and assignments.
• Must be skilled in data analysis and problem solving.
• Ability to present a positive image of the City at all times.

MINIMUM REQUIREMENTS:

• Associate’s degree from an accredited college or university, bachelor’s degree or above preferred.
• Experience in managing medium to large-scale document productions.
• Proficiency with Document Review Software and word processing and spreadsheet software.
• Must possess and maintain a valid Driver’s License.
• Must be able to proficiently read, write and comprehend the English language.
• Must possess and maintain adequate visual acuity and hearing ability to read, write, hear, and speak clearly in person and by telephone.
• Must possess computer skills that allow efficient utilization of programs related to word processing, mathematical computation, graphing, and other needs as required by the department such as Microsoft Outlook, Word, Excel, etc.
• Must not have been convicted of any Felony or Class A Misdemeanor criminal offenses.
• Must not have been convicted of any Class B Misdemeanor offenses within the past ten (10) years and must not have been convicted of any crimes involving moral turpitude.
• Must have demonstrated a positive past work history with a good attendance record and be punctual.
• Must be able to pass a background check.
• Must be able to pass a drug and alcohol screening and physical abilities test.

OTHER REQUIREMENTS:

The Executive Assistant to the Chief must maintain a high level of training and education relative to their role within the organization. Specific training courses will be required. Required training shall include the following either before appointment or within one year of hire when possible:

• JIMS/DIMS Training
• TLETS Training
• Public Information Training
• Additional Training as required

PHYSICAL DEMANDS/WORKING CONDITIONS:

The primary location of this job is a controlled office environment. Still, one may have to sit or stand for extended periods and experience periods of working under tight schedules and deadlines, multiple distractions, and difficult situations involving the public. In addition, you must be able to lift heavy objects, potentially overhead, and must have the ability to move up and down ladder while holding boxes.
The statements contained in this job description reflect general details to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive list of work requirements. Individuals may perform other duties as assigned, including working in other divisions to cover for absences, equalize work during peak periods and/or otherwise balance workload.
All new and rehires must pass a pre-employment drug test and are subject to a physical examination and verification of information provided

DUTIES AND RESPONSIBILITIES:

• Respond on behalf of the Chief’s Office to verbal requests, concerns, recommendations, and/or complaints from the community, City Council, and other city departments, and employees.
• Compose and create correspondence encompassing departmental issues, announcements, achievement memoranda, ordinances and miscellaneous letters.
• Research and compile data in a concise, informative manner, and incorporate the information received from various sources (including composition of some areas) for quarterly reports, budget reports and other documents.
• Attend meetings as directed by the Chief of Police and take detailed notes to ensure an accurate record of all matters discussed.
• Maintains logs of IADs, files and input of data in computer module. This includes preparation of letters, memos, and other documents as required by policies and laws.
• Follow up on IAD files/decisions to ensure that all reports are turned into Chief’s office in a timely manner. Follow up on disciplinary determinations to ensure employee is in compliance and file can be closed, while keeping IAD files and other personnel matters in a locked, secure area.
• Receive, log and process open records requests, which includes copying, scanning and/or redacting files, and coordinating request with the Records Division to ensure compliance with the Texas Open Records Act.
• Receive, log and handle subpoena requests for information, i.e. from IAD files, which can include retaining a copy and maintaining files.
• Work closely with City Attorneys on expunction petitions, lawsuits, EEOC complaints, legal requests and other legal matters. This does include research, logs, maintenance or files and providing documents, as needed.
• Prepare and issue telephone lists of department members.
• Prepare payroll change notices for department employees and provide said forms to the City HR/Payroll Departments.
• Maintain logs of personnel, showing seniority, personal information, date of hire, etc.
• Help coordinate the budget process, including development and preparation of budget to include assignments and instructions to personnel involved, compilation of data, review of stats and figures, and forwarding reports to City Hall.
• Maintain the Chief’s schedule, provide timely reminders of upcoming commitments, and make adjustments as necessary.
• Maintain all Internal Affairs files in accordance with recognition requirements and purge files according to the records retention schedules promulgated by the Texas State Library.
• Coordination of data for Racial Profiling Report, creation of departmental organizational chart, and update and post public information Officers at least annually.

The Executive Assistant to the Chief must maintain a high level of training and education relative to their role within the organization. Specific training courses will be required. Required training shall include the following either before appointment or within one year of hire when possible:

• JIMS/DIMS Training
• TLETS Training
• Public Information Training
• Additional Training as require