Executive Administrative Assistant / Public Education Coordinator en Town of Plainfield, Indiana

About the Department

The Executive Administrative Assistant is to support the command staff and floor staff of Hendricks County Communications Center (HCCC) by providing essential administrative support. This includes answering phones, performing clerical tasks, managing and distributing information as well as coordinating meeting logistics, scheduling appointments, and making travel arrangements for the center. As a secondary role the Administrative Assistant will also provide public education and outreach for HCCC, including scheduling events and creating educational material as well as assisting in the accreditation process.

Position Duties

Duties include, but are not limited to:

1. Act as the primary contact for internal and external office communication.
2. Maintain well-organized filing systems (digital and physical) in compliance with company standards.
3. Prepare professional reports, presentations, and documents by collecting and formatting data.
4. Oversee office operations including supply management, invoice processing, budgeting, and equipment maintenance.
5. Coordinate and monitor project timelines, resources, and deliverables in support of leadership.
6. Support HR activities such as hiring, interview scheduling, coordinating training sessions, and personnel file maintenance.
7. Manage confidential and sensitive information with discretion and professionalism.
8. Provide exceptional customer service and help foster connections between new hires and the 911 center.
9. Coordinate travel arrangements and prepare necessary documentation for staff.
10. Assist in public education efforts and marketing activities by organizing events and creating outreach materials.
11. Provide administrative support to command staff, including agenda preparation, meeting minutes, and task follow-up.
12. Stay current with office technology and administrative best practices to enhance productivity and efficiency.
13. Foster a collaborative work environment by promoting team-building and internal communication.
14. Perform any other duties as assigned.

Supervisory Responsibilities: This job has no supervisory responsibilities.

Minimum Qualifications

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty according to the requirements of the organization and have at least two years of working in 911 dispatch setting. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

Town-related Competencies: To perform this job successfully, all employees working in the Town should demonstrate the following competencies:

• Teamwork and Collaboration - Gets along with and maintains positive relationships with coworkers. Is willing to help with all types of work, no matter how big or small the task. Asks for and listens to coworkers’ feedback; incorporates feedback into revised processes. Positively reinforces team members for their contributions and accomplishments. Admits mistakes when they occur, learns from them, and enables others to do the same. 
• Service to Citizens - Always represents the Town of Plainfield well; maintains personal accountability and ownership for customer service. Let customers know that they are willing to work with them to meet their needs. Follows up to ensure that requests and concerns are resolved. Understands customer problems and needs; quickly and effectively solves customer problems. Does more than what is normally required to resolve customer concerns. 
• Professionalism - Demonstrates professionalism in appearance and actions. Maintains timely, personable, and effective communications with citizens and the public, local or intergovernmental contacts, and neighboring community leaders. Demonstrates flexibility and a positive attitude when change occurs. Does not participate in conversations or actions that are disrespectful to others. Uses Town resources and assets wisely, efficiently, and according to Town policy. 
• Dependability - Attends work as scheduled; follows the attendance policy and informs his/her manager of absences in advance. Accepts assignments willingly and can be counted on to complete tasks on time. Completes tasks accurately and thoroughly, eliminating the need for close review. Timely follow-through on tasks and projects issued by the Department Head, Town Manager, or Town Council. Does what he/she commits to doing. 
• Interpersonal Communications - Communicates clearly, accurately, and respectfully with coworkers and customers. Keeps the Operations Manager well-informed of any incidents or issues, especially regarding offsite incidents. Keeps sensitive and confidential matters private. Listens to others and seeks to understand others’ perspectives. Willingly accepts feedback and incorporates it into work activities and interactions. 
• Job Knowledge and Work Habits - Takes pride in work and coworkers; performs work with a positive attitude that enables others to perform well. Is willing to ask questions when the job or task is not fully understood. Willingly participates in training to maintain or enhance current knowledge of principles, procedures, methods, and/or technology. Maintains an optimistic outlook when faced with difficulty or change and makes an effort to overcome obstacles. Retains the expected job knowledge; helps others by sharing knowledge.

Job-related Competencies – To perform this job successfully, employees in this job should demonstrate the following competencies:

• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics.
• Cost Consciousness- Works within approved budget; Develops and implements cost-saving measures; Conserves organizational resources.
• Safety and Security- Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Education and/or Experience: High school diploma or general education degree (GED). A minimum of two (2) experience as an Executive Assistant or equivalent experience in a first-responder setting.  At least two (2) years’ experience in public education and creating educational material or similar teaching settings. Understanding and knowledge of the accreditation process for Emergency Medical, Fire, and Police Dispatching.

Other Qualifications

Other Skills and Abilities: The following skills and abilities are either required or desired.

• Computer software skills required include Microsoft Outlook, Word, Excel, PowerPoint, Schedule Express, Aladtec, and Computer-Aided Dispatch.
• A working knowledge of the operation of computerized public safety information systems, radio equipment, telephone systems, alarm systems, and other communication equipment is required.
• A working knowledge of the principles, laws, policies, methods, practices, and regulations pertaining to the dispatch of emergency equipment is required. 
• The ability to communicate clearly and be able to function in stressful and sometimes difficult situations is required.
• A working knowledge of police and fire department systems and practices.
• The ability to plan, organize, direct, and coordinate the activities of the Communications Center is required.
• The ability to identify, coordinate, and resolve a wide variety of issues related to emergency dispatch operations is required.
• A working knowledge of emergency dispatch services and training requirements is required. 
• A working knowledge of radio frequencies, procedures, limitations, acronyms, and codes is required.
• A working knowledge of County geography and area law enforcement is required.
• The ability to make sound and rational decisions including exercising independent judgment within established protocols and guidelines is required.
• The ability to enforce rules and follow all established protocols and guidelines is required.
• A general understanding of report writing, while paying close attention to detail is required.
• The ability to maintain and cultivate positive relationships with residents, vendors, and other Town departments is required.
• The ability to resolve conflicts between employees and between employees and residents is required.
• CPR/AED certification is required.
• The ability to remain current with all required licenses, certifications and in-service requirements is required.
• The ability to operate a computer, printer, copy machine, scanner, fax machine, and other office equipment is required.
• The ability to speak, read and write in English is required. Spanish is desired.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this job, the employee is regularly required to sit; walk; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee is frequently required to lift and/or move up to 25 pounds. 

Specific vision abilities required by this job include close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), color vision (ability to identify and distinguish colors), peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point), depth perception (three-dimensional vision, ability to judge distances and spatial relationships), and the ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this job, the employee occasionally is exposed to working near moving mechanical parts and the risk of electrical shock when working with office equipment and outdoor weather conditions.  The noise level in the work environment is usually quiet to moderate.

While the offices of the Hendricks County Communications Center are open 24 hours a day, this position may require work on the weekends and holidays. It may also require the ability to drive Town vehicles. Thus, a valid driver’s license may be required.