Senior Administrative Assistant - Little Elm, Texas, United States

JOB SUMMARY · The Senior Administrative Assistant position is one of significance to the overall effectiveness of the department and is classified and hereafter be referred to as the executive secretary position. This person is responsible only to the Chief of Police and will ass ...

Job description

JOB SUMMARY

The Senior Administrative Assistant position is one of significance to the overall effectiveness of the department and is classified and hereafter be referred to as the executive secretary position. This person is responsible only to the Chief of Police and will assist him in his administration of the department through appropriate administrative avenues. The Senior Administrative Assistant must be a person of integrity and strong character since this role is one of most sensitive position within the entire organization. For example, the Chief's Senior Administrative Assistant will possess unrestricted access to information of a highly confidential nature and, therefore, the ability to maintain confidence is paramount. The Chief's Senior Administrative Assistant must posses a variety of skills acquired only through training and years of experience as a professional Senior Administrative Assistant. The person who occupies this position, therefore, must be discriminate, knowing when to keep the Chief informed of matters coming to their attention and when at other times to handle issues at a different or lower level within the department. In addition, you must be motivated to accept new challenges and find creative solutions, take ownership and pride by demonstrating commitment to the department's principal mission as encompassed in the Little Elm Police Department Mission Statement and the Town of Little Elm's Core Values of Integrity, Customer Service, Efficiency, and Innovation.

EDUCATION/TRAINING/EXPERIENCE

An individual assigned to the position of Senior Administrative Assistant must posses, at a minimum, all of the following qualifications:

1. Must be a United State citizen.
2. Must be at least 21 years of age.
3. Must possess a high school diploma or G.E.D equivalency certificate.
4. Must be able to proficiently read, write and comprehend the English language.
5. Ability to type 80 words per minute.
6. Must not have ever been convicted of any felony offenses.
7. Must not have ever been convicted of any class of non-traffic misdemeanor offense within the past five years.
8. Must have demonstrative a positive past work history with a good attendance record.
9. Must possess and maintain a good credit history and financial record.
10. Must possess adequate visual acuity and hearing ability sufficient to read, write, hear and speak clearly in person and by telephone.
11. Must possess a substantial degree of competency in areas such as typing, filing and data entry.
12. Must possess computer skills that allow one to efficiently utilize programs that relate to word processing, mathematical computation, graphing, and other needs required by the department.

LICENSES OR CERTIFICATES

1. Valid Texas Drivers License
2. Possession of, or ability to obtain a Notary Public License.

LANGUAGE SKILLS

Must be able to read and write the English language.

OTHER SKILLS & ABILITIES

1. Ability to establish and meet deadlines.
2. Self motivated.
3. Ability to establish and maintain good relationships with supervisors and other personnel.
4. Demonstrate a willingness to perform duties in a team environment.
5. Knowledge and skill in the use of a computer.
6. Skills coordinating and managing multiple projects and/or assignments.
7. Skilled in the use of a variety of machines, including, but not limited to, personal computers, telephone, calculators, facsimile machine and copiers.

REASONING ABILITY

1. Ability to interpret a variety of instructions furnished by management in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to operate various machines and/or equipment; and reach with hands and arms. The employee frequently is required to talk and hear.  The employee is occasionally required to stoop, kneel, or crouch.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.  Must be able to physically perform the basic life operational functions of reaching, standing, walking, grasping, talking, hearing, and repetitive motions.  Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Must possess the visual acuity to prepare data and statistics, work with accounting processes, operate a computer terminal, use measurement devices, and do extensive reading.

WORK ENVIRONMENT

In carrying out the duties of the Chief's Administrative Assistant, one can expect to routinely encounter the following approximations with regard to exposure and conditions:

1. Routine work indoors 95% of the job.
2. Routine work outdoor 5% of the job.

ESSENTIAL JOB FUNCTIONS

Listed below are many of the specific job tasks required of the Chief's Administrative Assistant. This list should not be considered all-inclusive; as additional job tasks may be required by circumstances.

1. Perform executive secretarial functions for an important phase of department's operations requiring considerable discretion, confidentiality, and specialized knowledge of administrative management operations.
2. Provide effective liaison between Town Staff and Chief of Police, communicate effectively and courteously with the public and other town employees.
3. Prioritize heavy work load effectively, relay instruction, information and decisions from the Chief's office as directed; make effective decisions without constant supervision.
4. Assist the public, receive, respond to and resolve difficult and sensitive citizen inquires and complaints.
5. Perform research, compile, and analyze data for special projects and reports as directed by the Chief of Police and  interact effectively with town department heads.
6. Take and transcribe dictation; type and proofread a wide variety of reports, letters, memos and statistical charts; Type from rough draft, verbal instruction or transcribing machine recordings; Compose general correspondence related to responsibilities assigned.
7. Pay bills for expenditures, type forms, charts, statements and various legal documents as required. Order and maintain office supplies; contact suppliers as needed; maintain related records.
8. Arrange appointments, meetings, airline reservations and hotel accommodations for out of town travel. Maintain calendars for the Chief of Police and other department staff as necessary.
9. Keep the Chief of police advised of current developments or issues that may be occurring within the organization; perform special assignments as requested by the Chief of Police and other related duties as assigned. Initiate and maintain a variety of files and records for information related to the Chief's office.
10. May sit in on staff meetings when required and participate on various committees. Performs other related duties as assigned.

E.O.E.  The Town of Little Elm does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or military service in employment or the provision of services