Executive Assistant - Washington, United States - Washington D.C.

Description

General Job Information

There is only one city in the country that can say it is the Nation's Capital - Washington, D.C. Given that distinction, The Metropolitan Police Department is the premiere law enforcement organization in the city. We receive over 22 million visitors a year, have almost 700,000 residents, and 21,000 private business.

The Department consists of more than 4,200 members:
approximately 3,550 sworn members and over 650 civilian employees. We are one of the most diverse and highly trained departments in the country.

We have the honor of safeguarding and protecting not only our nation's residents, but also people from all over the world.

The Metropolitan Police Department (MPD) offers an attractive benefits package.

The benefits package includes competitive compensation, health insurance, prescription drug coverage, dental, vision, short and long term disability and life insurance, as well a strong retirement benefit and savings options.

Employees are also eligible for our employer contributed 401a plan after one year of employment.

Additional perks such as discounts on wireless carriers, gym memberships, amusement park tickets and much more Additional information can be found at:
DCHR Benefits

This position is located in the Metropolitan Police Department (MPD), Organizational Culture and Wellness Bureau (OCWB).

The primary purpose of this position is to provide advanced and substantive administrative, operational, and management support functions to a highly complex organization.

In addition, the position is responsible for the timely preparation of correspondence and comprehensive reports; coordination and tracking of deliverables; maintaining and updating of contracts, or other related functions to assist the Chief People Officer (CPO) in ensuring smooth operations of OCWB.

In addition, the position serves a critical role in increasing productivity, engagement, operational effectiveness and capabilities, while enhancing the wellness of both sworn and professional employees of the Agency.

The incumbent will be responsible for the following:

• Serves as a confidential assistant to the CPO. Maintains the calendar, and arranges and coordinates meetings for CPO; receives and exchanges information in and outside of OCWB. Collects and evaluates nature of requests and determines priority, obtains appropriate input as needed and researches, assembles and develops materials for the CPO's attendance at meetings.
• Receives, reviews and classifies the priority of incoming correspondences and other material for the CPO. Determines the required course of action and prepares a response, assigns to a senior staff member within the bureau or ensures review by the CPO. On behalf of the CPO, composes correspondence, to include proofing and editing, based upon independent research, from the review of data from relevant files/records and in accordance with organization's policy.
• Responds to inquiries and administrative issues brought to the CPO's attention; notifies the appropriate staff members of the need for information or recommendations; and either prepares the response or follows up to ensure a timely response by others.
• Composes e-mails, letters, agendas, PowerPoint presentations, and Excel spreadsheets, paying attention to proofreading, formatting, and editing.
• Plans and coordinates the speaking engagement and special events of the CPO; prepares speaking notes and briefing materials and other related documents.
• Works collaboratively with internal and external stakeholders to achieve the bureau's initiatives. Provides guidance to team and OCWB's chain of command staff to ensure correct format and procedures are followed and routes documents through the proper channels for distribution. Establishes and communicates internal deadlines for information and/or data submissions from departmental administrators or other bureaus to ensure projects are completed on time.
• Completes a broad variety of administrative tasks, including assisting with special projects; maintaining a database of tasks and contents; designing and producing complex documents, , weekly written reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; completing budget and expense reconciliations; ordering of office supplies and timekeeping for administrative staff.
• Maintains awareness of issues the CPO considers current and critical. Takes detailed and accurate notes and prepares meeting minutes and to-do lists for the CPO to ensure deliverables are met.
• Carries out special and confidential assignments requiring a professional manner, tact and diplomacy, and a thorough knowledge of the organization and its policies and functions.
• Serves as a liaison among other Bureaus, chain-of-command staff, other public agencies and private institutions or entities, to ensure deliverables are completed on time and/or messages are timely communicated. Ensures highly confidential, complex and sensitive matters are attended to.
• Establishes and maintains various complex, sensitive and confidential files/records for the CPO which involve highly sensitive personnel matters and departmental issues. Assists in mitigating difficult, complex, and/or sometimes possibly controversial cases.
• Serves as a designee for the CPO at forums and meetings, as authorized. Coordinates inter-departmental data and provides accurate and timely advice on procedures, reports, requirements, and other matters necessary to implement OCWB change management, programs and initiatives.
• Organizes and develops administrative procedures to improve the timely submission of deliverables to and for the OCWB.
• Performs other related duties as assigned.

Qualifications

• Demonstrated knowledge of change management, human resources and wellness concepts, principles, practices, or its equivalent; comprehensive knowledge of and ability to identity and incorporate the critical variables (i.e., performance improvement benchmarks or key performance indicators) into the tracking tools or forms and evaluate and highlight its strengths and weaknesses; and recommend modification to improve the tracking and analysis of data.
• Demonstrated comprehensive knowledge of and ability to capture, select, and analyze data, and develop reports and recommendations to include specific milestones and challenges encountered in implementing the tracking system.
• Demonstrated excellent customer service and people skills to coordinate, interact, and build professional relationships and partnerships with staff and officers internally (Bureau and MPD) and externally (District agencies, federal, state and local governments, nonprofit and private sector organizations, other related institutions and entities) to drive healthy discussions around complex issues and achieve common goals.
• Excellent communication skills sufficient to independently compose letters, memorandum and other correspondences/presentations in an effort to effectively communicate OCWB's projects, initiatives, and priorities; provide and exchange information and data; and explain policies, procedures, and other related information needed to monitor and assist in implementing the project; facilitate, collaborate, and clearly articulate and present messages to a variety of audiences, cultures, and all levels in the organization.
• Knowledge of human resources management (HRM) concepts and principles to include Equal Employment Opportunity (EEO), and Diversity, Equity, and Inclusion (DEI) concepts, practices, policies, and procedures.
• Strong organizational, time management, and project management skills, including the ability to prioritize and coordinate multiple tasks and meet established deadlines.
• Ability to maintain highly complex, confidential and sensitive records and to conduct detailed research and analysis of qualitative/quantitative data in order to prepare accurate reports from internal records and outside resources.
• Ability to use independent judgement and discretion within assigned areas and to use initiative and resourcefulness to propose and assess capabilities of alternative solutions to meet program needs.
• Must understand the sensitive nature of the work in the OCWB and maintains the highest levels of confidentiality and integrity while exercising tact and diplomacy.
• Demonstrated database management skills; proficiency in MS Office (MS Word, Excel, Access, PowerPoint, Outlook); ability to learn and use the software and other electronic equipment adapted by the agency to efficiently perform the job.

Licensures, Certifications and other requirements

Human Resources Management certification (i.e., SHRM-CP or SCP, or its equivalent) preferred.

Project Management Professional (PMP) certification preferred.

Education

Bachelor's Degree preferred.

Work Experience

Applicants must have at least one (1) year of specialized experience equivalent to the CS-11 grade level in the District of Columbia government or its non-District equivalent, gained from the private or public sector.

Specialized experience includes but not limited to, comprehensive knowledge of and ability to develop and implement comprehensive tracking tools to capture relevant, extraneous, and critical data to successfully implement specific program/s; demonstrated skills and ability to establish partnerships with internal and external stakeholders to identify and eliminate barriers that may impede the successful retrieval of information critical to implement the project; ability to collect and analyze complex data to assess the effectiveness of initiatives and achieve measurable results; and ability to interact and influence all levels of an organization and work collaboratively across functions and departments toward shared objectives; or other similar duties.

Experience working with law enforcement entities preferred.

Work Environment

Work is performed in an office setting, but incumbent is subject to varying environments when visiting other work locations.

Other Significant Factors

Promotion Potential:
No Known Promotion Potential

This position is deemed as Security Sensitive pursuant to Section 412 of Chapter 4 of the D.C.

Personnel Regulations, in addition to the general suitability screening, individuals applying for or occupying security sensitive positions are subject to the following checks and tests:

a. Criminal background check;

b. Traffic record check (as applicable);

c. Consumer credit check (as applicable);

d. Reasonable suspicion drug and alcohol test; and

e. Post-accident or incident drug and alcohol test.

A background investigation is required for positions with the Metropolitan Police Department.

The incumbent is required to possess and maintain a valid motor vehicle operator's permit.

The District of Columbia Government is an

Equal Opportunity Employer:

all qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, genetic information, disability.

Sexual harassment is a form of sex discrimination, which is also prohibited. In addition, harassment based on any of the above-protected categories is prohibited.