Executive Assistant bei City of Morgantown

Description

Position: Executive Assistant 

Department: Police Department

Employment Status: Permanent - Full time - Non-exempt

Schedule: Monday – Friday 8:00am to 4:00pm

Compensation: Grade: 6 Step: 1 $20.92/hour

POSITION SUMMARY 

Works under the supervision of the Chief of Police and is reviewed for compliance with established procedures after task completion: Types letters, reports, memorandum, tables, agendas, charts, graphs, policy, awards, minutes etc. from notes and data. Prepares information packets for staff and department heads as well as coordination, organization of various meetings and committees, maintains hard copy and electronic files on employees, budget, grants, correspondence and a variety of other communications media, serves as a receptionist to screen and re-direct calls as appropriate in order to efficiently handle requests and assignments, order and maintains office supplies for the entire Department as well as coordinate daily report submissions to West Virginia University and other similarly situated institutions in addition to maintaining the administrative calendar for the   Chief of Police.
 

ESSENTIAL DUTIES - KNOWLEDGE – SKILLS - ABILITIES 

• Gather and Correlates information for preparation to the City Council and other Department Heads by means of informational packets and/or memorandum in both written and electronic form.
• Gathers information to prepare agendas, schedules meetings and coordinates representatives for the Police Department at various commission and board meetings/hearings.
• Prepares Monthly reports for various aspects of the Department.
• Serves as the Police Liaison with all City Departments when there are issues or questions, as well as most agencies or organizations outside City Government.
• Type letters, memorandum, tables, forms, reports, policies, procedures and assignments from rough draft for the Chief of Police or other Staff Services Personnel as directed by the Chief of Police.
• Serve as a receptionist to screen telephone calls, e-mails and personal appearances by citizens on specific policy procedures or enforcement activities for the Chief of  Police and/or designees.
• Processes a variety of permits for review and approval.
• Prepares monthly and annual reports to be submitted to the City Manager’s Office.
• Orders supplies, schedules maintenance and instruct employees on the use of the photocopier, fax, and similar office equipment.
• Maintains an employee roster for the department as well as assignment distribution, prepares and updates as necessary.
• Sorts and distributes incoming mail for the Chief of Police and all sections within the department.
• Coordinates with the City Manager’s Office, City Clerk and Human Resources to schedule testing cycles, interviews and new-hire schedules as well as promotional testing processes.
• Maintains the confidentiality of all records, reports and correspondence in the performance of daily duties.
• Promotes the image of a professional, courteous service representative of the City of Morgantown and the Morgantown Police Department.
• Acts as a Notary Public.
• Performs related work and duties as needed or assigned by the Chief of Police.
• Other duties as assigned. 
• Knowledgeable in the following computer programs: Microsoft (windows, word, excel, publisher and PowerPoint), Adobe,   Report Beam (Traffic Crash Reporting), internet, e-mail, cd/dvd writer, and familiar with records related software  
• Ability to maintain the highest degree of diplomacy and confidentiality. 
• Ability to exercise initiative, judgement, and knowledge in the performance of complex, sensitive, and sometimes difficult duties. 

WORKING CONDITIONS & PHYSICAL REQUIREMENTS 

• The employee is required to sit at often long intervals.
• Lifting frequently 0-30 pounds.

USE OF TECHNOLOGY & EQUIPMENT

• Position has daily use of computers, the Internet, Smartphones, etc. to create databases, spreadsheets, or reports. Position designs and creates customized reports, presentations, and/or documents using advanced software skills.

CONTACT & SUPERVISION

• Employee encounters extensive contact with other departments and the general public on a daily basis. Employee encounters frequent contact with other agencies, boards, commissions, municipalities, news media personnel and State and Federal Officials. 

 The City of Morgantown is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sexual orientation, gender identity, national origin, veteran or disability status. 

Requirements

 MINIMUM REQUIREMENTS 

Education:   

• Extensive technical or specialized training such as that which would be acquired by an Associates Degree or 2 years of technical or business school. 

 Experience:   

• Between four to six years experience is required.