City of Haines City
  • Police
  • Haines City, FL, USA
  • 16.1051
  • Hourly
  • Full Time

***Position open until filled***

POSITION FUNCTION:

The Executive Assistant is a civilian position under the direction of the Chief of Police and the Deputy Chief ofPolice who assists in providing executive level administrative clerical responsibilities. Duties include, but are not limited to, record keeping; drafting contracts, correspondence, letters and agenda packet items; research; data compilation and spreadsheet analysis; guest services; procurement; transcribing meeting minutes; attending and scheduling meetings; and making travel arrangements. Performance of duties requires the ability to work with confidential information.

ESSENTIAL DUTIES:
  1. Performs executive level administrative clerical responsibilities. Duties include, but are not limited to, record keeping; drafting contracts, correspondence, letters and agenda packet items; research; data compilation and spreadsheet analysis; guest services; procurement; attending and scheduling meetings; and making travel arrangements.
  2. Performs duties to coordinate, prepare and track the Department's annual budget. Duties include, but are not limited to, working with Finance Staff in preparing necessary documentation; collecting data and conducting research; coordinating and tracking the procurement of goods and services; and preparing paperwork to request and track budget transfers. Responsible for ensuring that Divisional budgets and procurement related duties are being performed and tracked in a timely and accurate manner.
  3. Performs duties to coordinate and prepare Open Records Requests. Duties include, but are not limited to, logging and tracking Department related requests; coordinating the timely and accurate collection of information needed to fulfill requests; and disseminating information through appropriate methods. Responsible to ensure that processes and procedures are accurately administered in accordance with State and Federal regulations, and that the appropriate personnel are properly notified and involved.
  4. Assists in the coordination and implementation of special projects. Duties include, but are not limited to, making presentations, procurement activities, research and data analysis, Power Point presentations, and assisting with project task coordination. May represent Director at meetings by making presentations or conveying information.
  5. Responsible to guide and lead lower level clerical staff. Responsible to ensure that City-wide and Departmental processes and procedures are properly implemented and that projects are being performed in an efficient and effective manner.
  6. Responsible for preparing all administrative documents, strategic planning correspondence and/or all reports in relation to the Chief and the Deputy Chief of Police as enumerated within agency General Orders.
  7. Serves as the correspondence intake liaison for all matters that relate to the effective and efficient function of the Police Department's executive administration.
  8. Acts on behalf of the Chief and Deputy Chief of Police on all Police Department matters as it relates to administrative responsibilities as enumerated in General Orders.
  9. Performs additional duties as assigned, which may include projects/special assignments attending meetings and/or training.
KNOWLEDGE/SKILLS/ABILITIES:
  • Required knowledge and experience is normally obtained through the completion of a curriculum resulting in either a High School Diploma or GED, and five (5) to seven (7) years proven work related experience is required.
  • An Associate's Degree, Vocational or Technical training in related field is preferred.
  • Work requires the ability to read, understand and write letters, memos, and contracts.
  • Work requires the ability to understand and develop spreadsheets and other job related analysis.
  • Work requires the ability to understand and develop computer models for cost analysis and compose financial and budgetary reports.
  • The incumbent must possess good oral and written communication skills.
  • The incumbent must possess good organizational skills.
  • The individual must have the ability to work under high demands, short time constraints, and pressure of a fast paced work environment.
  • The individual must have the ability to establish and maintain effective working and professional relationships with City and other public employees, public officials, contractors, consultants, vendors, media and the general public.
  • Ability to learn and keep up to date on State and Federal laws regarding open records and records retention laws and/or regulations.
  • The incumbent must have the ability to work outside normal business hours.
  • The incumbent must have knowledge of the Freedom of Information Act and other job specific open records regulations, to include the Florida State Statute 119, and the records retention schedule, and filing practices and principles.
  • Must be able to demonstrate acceptable reading comprehension and interpreting abilities use various software applications such as Microsoft Office (e.g. Word); Power DMS, and IWORQ-code enforcement program. Individual has the ability to use a calculator, telephone, copier, facsimile, and scanner. Must be able to scan and extrapolate data and operate audio/visual equipment.
OTHER REQUIREMENTS:
  • Must possess a valid Florida Class E driver license, and be able to operate a motor vehicle.
  • Must pass applicable post offer pre-employment testing and background and credit check selection process requirements.

SPECIAL REQUIREMENTS:

This position may be required to report for work when a declaration of emergency has been declared in Polk County.
City of Haines City
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