Executive Office Manager - Police Department

JOB SUMMARY

The PD Office Manager provides administrative support to the Chief and Deputy Chief of Police in the administration of the department. This position requires management of the day-to-day operations of the Police Department executive office including schedule oversight, administrative tasks and communication with the police executive staff, police officers, Town employees from other departments and the public.

ESSENTIAL JOB FUNCTIONS:      

• Manages communication for the PD executive office, including serving as the initial point of contact for office phone calls and mail to the Chief of Police, ensures timely distribution of messages and mail correspondence to PD executive staff, answers routine questions from the public and directs calls for detailed information to appropriate staff.
• Coordinates executive command staff (Chief and Deputy Chief) calendars to include scheduling meetings, events, appointments and work-related travel.
• Ensures accurate record keeping and data entry for payroll.
• Maintains up to date administrative records to include physical and electronic data.
• Manages files and record retention schedule for archiving documents and meeting minutes.
• Drafts and prepares documents under the supervision of the Police Department command staff to include emails, letters, memoranda, meeting minutes, speeches, policies, presentations and other written correspondence.
• Transcribes and prepares minutes of the Police, Judicial, and Legal Committee of Council and other committees as necessary.
• Ensures files are appropriately distributed or archived according to policy.
• Prepares records on office activities pertaining to personnel, travel expenses, purchasing and related activities.
• Ensures PD executive office supplies and equipment are properly maintained.
• Assists the Chief of Police with monthly and annual reports.

• Assists Chief of Police and Deputy Chief of Police with special projects, department events, and project research as needed.
• Operates a department vehicle on occasion.
• Performs other related assigned duties.

MINIMUM REQUIREMENTS TO PERFORM WORK: 

• Associate degree in a related field and three (3) years of experience in progressively responsible administrative work;
• Or any equivalent combination of education, training and experience; and
• Valid South Carolina driver’s license.

KNOWLEDGE, SKILLS AND ABILITIES: 

• Knowledge of office management practices and procedures
• Knowledge of Police Department practices and services provided
• Proficient in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams, and SharePoint)
• Comfortable utilizing computer databases and performing online research
• Strong organizational skills, ability to problem solve, prioritize and efficiently manage competing priorities
• Attention to detail and ability to communicate in a clear and professional manner, both orally and in writing;
• Ability to maintain confidential information
• Ability to develop and maintain positive working relationships with Police Department employees, Town employees and the public.

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job are those required to possess a valid South Carolina driver’s license.

This position requires substantial repetitive motion of wrists, hands, and fingers.  The employee is frequently required to stand; walk; use hands to finger, handle, grasp or feel; and reach with hands and arms.

The employee consistently maintains balance either sitting, standing or walking and is occasionally required to stoop or crouch. The employee may occasionally push, pull or lift and move objects up to 10 pounds. 

COGNITIVE REQUIREMENTS:

The work requires the following mental abilities to perform critical tasks:  use judgment, make decisions, interact with others, adapt to changes in jobs, verbal interactions, people skills - more than basic communication with others, and problem solving.

To deliver superior performance in a manner that is distinctive and impactful to each person served and that establishes a standard for quality that endures for generations.