Executive Assistant - Public Safety

Position Purpose

The City of Arvada promotes Equal Pay for Equal Work. Starting salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity. The range listed reflects the entire range and typical placement is entry to mid range.

Preference will be given to those that have been 1) cleared to work in Public Safety at the City and 2) have directly related experience.

Provides advanced administrative tasks and customer service activities for the chief of police and the Administration Bureau. Serves as liaison for the office of the chief with the entire organization.

Job Functions / Scope of Authority

ESSENTIAL JOB FUNCTIONS

• Coordinates chief's calendar which include community and work related commitments, other government agencies and meetings with the concerned citizen. Responsible for travel arrangements, conference registrations and hotel accommodations.

• Screens contacts for chief of police and coordinates executive level interaction.

• Screens and appropriately routes internal and external requests and complaints regarding police department operations, administration, policy or other inquiries.

• Prepares and maintains various documents and correspondence for the chief and Administration Bureau including highly sensitive and confidential items, including issues pertaining to Internal Affairs.

• Proficient in exercising initiative and judgment as well as making decisions within the scope of assigned authority based on knowledge of organization's operations, policies and procedures.

• Demonstrated experience in exercising discretion and maintaining a high level of confidentiality, tact, integrity and ethics in dealing with sensitive matters.

• Functions as a recognized information source in the areas to which assigned.

• Attends weekly staff meetings, Northey Foundation and other meetings as assigned and prepares minutes for dissemination to department members.

• Assist the Operations Deputy Chief, Administration Bureau Commander, Administration Bureau sergeant and the Internal Affairs sergeant with administrative duties and responsibilities related to the Administration Bureau.

• Has discretion to compose routine and sensitive correspondence.

• Serves as the police department human resources liaison and prepares necessary paperwork related to hires, promotions, resignations, retirements, etc.

• Assures legal deadlines and/or required postings are met.

• Has considerable latitude using independent judgment, problem solving and initiative.

• Contributes to the development of the department; recognizes, initiates and leads improvement activities.

• Works on a variety of assignments that are advanced and complex in nature, including advanced word processing, scanning, faxing, copying, database management and spreadsheets.

• Demonstrated experience in the ability to effectively research, write, draft, edit and prepare final documents and reports including budget and financial reports.

• Proficient multi-tasking skills with the ability to provide all levels of administrative support to multiple managers in a professional work environment as required.

• Coordinates all departmental receptions and ceremonies as required.

• Oversees purchasing card use, reconciliation and approval, accounts payable, petty cash, and other budgetary duties related to the Administration Bureau.

• Prepares and maintains accounting and financial records and pays invoices and track expenses using Oracle financial system. Includes cash handling and reporting activities.

• Creates and/or generates reports and spreadsheets to provide requested information in a timely manner and usable format. May include designing and implementing new forms and reports, as well as implementing new calculations and formulas in spreadsheets.

• Demonstrates a respectful attitude towards customers and coworkers that promotes teamwork, open communication, and effective customer service.

• Acts with the customer in mind, responds to requests promptly and provides effective services or solutions for customers.

• Exercises appropriate level of initiative and judgment to make decisions within the scope of assigned authority

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES

• Ability to understand and communicate executive level public policy issues, organization's policies and procedures and operations.

• Advanced knowledge and experience in all facets of office administrative practices including complex word processing, database management, desktop publishing, transcription, spreadsheets, charts and tables, Internet processes, flowcharts and other specialty software programs

• Strong organizational and customer service skills.

• Ability to prioritize and coordinate executive level meetings, boards and task forces.

• Solid knowledge of accounting, financial and budgeting principles and systems

• Strong knowledge of bookkeeping practices.

• Ability to effectively communicate information, both verbally and in writing, to support organizational objectives and interact with all levels of personnel within the city in a positive and cooperative manner.

OTHER FUNCTIONS:

• Other duties as required.

• Employees are held accountable for all duties of this job-

SCOPE OF AUTHORITY:

Receives minimal supervision under the direction of the chief of police. Duties and tasks are complex and confidential in nature. Plans own work and the work of others to meet defined work plans and objectives. Serves as a liaison with internal and external contacts. Some precedents and procedures exist including department rules and procedures manual, City of Arvada personnel rules and regulations. Expected to handle different, specialized, and complicated situations in department or functional areas. Has a high level of latitude for independent judgment and initiative in resolving problems and prioritizing tasks.

Financial Accountability:

Makes recommendations that affect the outcome of allocation of money for projects. Makes recommendations to the Chief of Police for budget allocations that pertain to functional areas. Approves expenditures up to a certain amount. Monitors purchasing card use, accounts payable and/or receivables and prepares financial statements and reports. Responsible for administering a petty cash fund and has authority to use City purchase orders and a purchasing card issued by the City.

SUPERVISION EXERCISED:

No supervisory responsibilities.

Working Environment / Qualifications

WORKING ENVIRONMENT/PHYSICAL ACTIVITIES:

Work is primarily performed in an office environment. Light physical effort is required by handling objects up to 20 pounds occasionally and/or up to 10 pounds frequently.

MINIMUM EDUCATION OR FORMAL TRAINING AND EXPERIENCE:

High school diploma or equivalent and five (5) years of progressively responsible administrative/office experience. Demonstrated advanced skills in word processing, spreadsheets, financial accounting, data entry and desktop publishing. Previous experience working with executive or top management personnel, preferred. Previous government experience, preferred. Requires a minimum keyboard typing speed of 60 wpm.

Preferred Qualifications:

Bachelor's degree preferred.

Vision Mission Values

The City is an Equal Employment Opportunity

The City's Core values are in every employee's individual Performance Plan which helps us to reinforce our expectations for living and working by our Core Values.

Every City employee is expected to perform his/her job to the highest professional standards. This includes upholding the City's values with integrity and accountability, acting in a manner that is respectful and inclusive towards others, and adhering to the City's policy on employee conduct as detailed in the personnel rules sec. 70-143.

Vision: We Dream Big and Deliver

Mission: We are dedicated to delivering superior services to enhance the lives of everyone in our community.

Values:

Innovation: We excel in creativity, flexibility and the use of best practices while valuing diverse backgrounds, ideas and perspectives.

Passion: We are a high performing, inclusive team inspiring each other to pursue excellence.

Opportunity: We value our diversity, embrace possibilities, face challenges, persevere and take action to deliver quality results.

City of Arvada Police Department

THE MISSION

We, the members of the Arvada Police Department, pledge

RESPECT

For the law, our community, and one another

DEDICATION

To service and professionalism

RESPONSIBILITY

For public safety and ethical conduct

WE WILL ALWAYS STRIVE FOR EXCELLENCE.

Full Time Employee Benefits

All benefited new employees hired after January 1, 2023 will receive a bank of 40 hours of New Hire Leave that can be used at any time. Part time benefited hires will receive a prorated amount based on the number of hours worked.

The City of Arvada offers employees an excellent benefit package

The City of Arvada values the contributions each employee makes every day toward the success of the organization and community. The importance of being able to provide our employees and their families with quality benefits as part of their overall compensation package is a high priority. As a result, the City has developed a comprehensive benefits package that delivers quality and value while satisfying the diverse needs of our workforce.

Eligibility

To be eligible, full-time and part-time employees who work a minimum of 30 hours per week are eligible for benefits for themselves, their spouse, their same-sex partner, and their dependent children. New hires are eligible for insurance the first day of the month following one full calendar month of employment following their hire date.

The City of Arvada offers employees a competitive pay plan

The City of Arvada Pay Plan reflects the City's Total Compensation Philosophy. This philosophy includes being an employer of choice in the Denver/Boulder region by attracting and retaining highly talented and engaged employees. Developed in partnership with the members of City Council, this philosophy serves to guide staff in the management of the City's compensation practices. It ensures that the pay plan is updated with competitive market-based salaries, and managed in a manner that is fiscally responsible and within the City's ability to fund. The Pay Plan can be found here.

Benefits Summary

The City of Arvada Pay Plan is specifically designed to help you further understand the highlights of the benefit options offered. That information can be found here. Additionally, the City offers a bank of 40 hours of New Hire Leave for full time employees hired after January 1, 2023.

For more information about employee benefits, please visit http://arvada.org/about/jobs/city-benefits.

01

Do you have a High School or GED equivalency?

• Yes

• No

02

Do you have a minimum of five (5) years of progressively responsible administrative/office experience?

• Yes

• No

03

The City of Arvada observes Federal laws regarding marijuana. Have you ingested marijuana in ANY form within the past 12 months?

• Yes

• No

04

Briefly describe your experience directly supporting executive or top management personnel. If none, enter N/A.

05

Your completed application will be used as a screening tool to evaluate your knowledge, skills and experience. It will also be used as a tool in establishing your salary placement if hired. The information completed in your application should correspond with your supplemental questions if applicable. It is your responsibility to ensure all information on your application or resume are correct. Answers such as "see resume" or "see attached" are not acceptable answers while completing your application and/or supplemental questions. The information you are providing will be reviewed by Human Resources and the hiring manager within the department. It is recommended to provide at least 10 years of relevant experience, if applicable. Falsification of information may eliminate you from consideration or result in dismissal.

• Yes

• I understand and agree

• No

• I do not agree

Required Question

Agency City of Arvada

Address 8101 Ralston Road

Arvada, Colorado, 80002

Phone 720-898-7555

Website http://www.arvadaco.gov