EXECUTIVE ASSISTANT

Job DetailsJob Location: FL - Lake Wales, FL 33853Salary Range: $19.29 - $26.70 HourlyGENERAL PURPOSE   Assists the Police Chief and Deputy Chief in the administration of the Police Department. Performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, grant preparation and tracking, purchasing and ordering, providing administrative support to the Police Department Staff and assisting in the administration of standard operating policies and procedures. SUPERVISION RECEIVED Works under the general supervision of the Police Chief and regularly exercises discretion and independent judgment in the day-to-day operations of the Police Department. SUPERVISION EXERCISED None. ESSENTIAL DUTIES AND RESPONSIBILITIES Assist in developing budget requests; gather, interpret, and prepare data for studies, reports and recommendations; coordinate department activities with other departments and agencies as needed. Assists in the procurement of department materials and supplies. Maintains inventories of office supplies and materials. Prepare requisitions or review requisitions prepared by divisions for completeness, assign appropriate expenditure codes, maintain record of departmental assets to official city records and insurance policies. Maintain departmental personnel records. Assist the Chief in a confidential manner in performing duties relating to labor relations. Prepare, submit, track and maintain department grants. Create training certificates. Attend departmental staff meetings and maintain record of such meetings. Record the completion of training classes by each officer in order to maintain police standards. Update mandatory retraining certification on FDLE’s on-line system (ATMS2) for all sworn officers Attend (ATMSC) training courses offered by FDLE. Track salary incentive hours & initiate change of status for each 80 hour block of incentive classes. Compose, edit and type a variety of correspondence, reports, memorandums, and other material requiring judgment as to content, accuracy, and completeness. Act as custodian of departmental documents and records. Establish and maintain filing systems, control records and indexes using independent judgment. Prepare records such as notices, minutes, and resolutions. Coordinate the office operations of the department. Develop and maintains office forms and procedures. Assist with and conduct crime prevention presentations with individuals and groups. Perform routine clerical and administrative work in answering phones, function as the voice mail administrator, receiving the public, and providing customer assistance. Receive the public and answers questions; respond to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons. Input data and maintain a variety of electronic databases. Generate statistical reports as requested. Plan conferences and training sessions. Coordinate travel plans for staff and assists in completion of travel expense reports. Assist accreditation manager with standard operating procedures (SOP) & forms, review for formatting. Copy & distribute SOP’s to employees. Provide distribution lists for SOP’s. Create SOP manuals for new employees. Receive, stamp and distribute incoming mail, process outgoing mail. Schedules appointments, and perform other administrative and clerical duties. QualificationsDESIRED MINIMUM QUALIFICATIONS   Education and Experience:   (A)      Associates degree in business administration or related field; or (B)      Two (2) years of related experience; or (C)       Any equivalent combination of education and experience.   Necessary Knowledge, Skills and Abilities:   (A)      Working knowledge of the computers and electronic data processing; working knowledge principles and practices of modern public administration;  Some knowledge of accounting principles and practices. (B)       Skilled in the operation of  tools and equipment; (C)       Ability to accurately record and maintain records; Ability to establish and maintain effective working relationships with employees, supervisors, other departments, officials and the public; Ability to communicate effectively verbally and in writing;