Office of Community Police Oversight-Executive Assistant (Non-Civil Service)
Full Time
Dallas, TX
Posted
Job description
Position Purpose
Welcome to the City of Dallas!
The City of Dallas is one of the largest employers in the DFW Metroplex.
We offer growth opportunities and a chance to make a difference in our community.
What do we offer?
A competitive salary, five-year vested pension plan, great benefits package that includes health, vision and dental insurance, pet insurance, tuition reimbursement, qualifying childcare assistance, paid time off and more.
Join our diverse workforce and help us in providing excellent service to the residents of Dallas while building a rewarding career.
The City of Dallas is one of the largest employers in the DFW Metroplex.
We offer growth opportunities and a chance to make a difference in our community.
What do we offer?
A competitive salary, five-year vested pension plan, great benefits package that includes health, vision and dental insurance, pet insurance, tuition reimbursement, qualifying childcare assistance, paid time off and more.
Join our diverse workforce and help us in providing excellent service to the residents of Dallas while building a rewarding career.
The salary listed on this job posting is the starting salary range; amount offered will depend upon qualifications.
Provides multi-task administrative support and varied problem solving for an Assistant City Manager or a department director including communicating with a wide range of people.
The Executive Assistant provides extensive administrative support to executives and department heads. Performs research, report writing, coordination of tasks and schedules, making various executive arrangements, and assisting other administrative projects to ensure effective division operations.
Essential Functions
Essential Functions (General)
1 Provides professional support and assistance for executive staff; organizes and schedules meetings, maintains calendar, prepares important documents, coordinates time and deadline logistics, answers phones, and provides exceptional administrative support.
2 Assists, supports, and participates in the hiring and personnel management processes; initiates requisitions, provides correct forms, participates in interviews, and supports personnel actions; provides training and professional development opportunities as requested.
3 Performs secretarial and clerical duties to support a manager or group of managers; answers telephone, takes messages, and schedules appointments.
4 Provides interpretation of processes, procedures, and policies; directs staff and answers questions regarding rules, regulations or policies.
5 Conducts research on assigned subjects, secures materials for use in preparation of reports, composes correspondence and speeches, writes reports, and obtains various documents upon request to assist management.
6 Participates in the creation of agenda items for specific department; notices staff of deadlines and ensures appropriate documents have been uploaded; ensures agenda briefing binders are ready for staff.
7 Participates in the budget process and reviews expenditures to ensure expenses remain within budgeted limits; serves as a travel coordinator and manages all logistics.
8 Performs any and all other work as needed or assigned.
Essential Functions (Position-Specific)
- Provides direct management support to an executive involving high initiative, varied problem solving and often requires tasks to be completed with limited supervision.
- Routinely provides diplomatic communication with all levels within the organization and with outside agencies, executives, consultants, vendors and citizens.
- Frequently generates correspondence for executive signature to department heads, external governmental bodies, and concerned citizens.
- Responds to citizen requests, handles various inquires, provides interpretation of policy and conducts follow-up on service problems to ensure quality services.
- Conducts research into varied concerns and topics including data gathering, evaluating and summarizing findings to assist the executive.
- Provides planning, coordinating resources, organizing and scheduling to meet upcoming event and project deadlines and often assumes a leadership role on special projects.
- Attends meetings on behalf of the executive to provide representation and gather information and may routinely participate as a committee liaison.
- Performs various writing tasks such as prepares reports, drafts policy and procedures, composes executive summaries, designs data formats, and develops presentations to facilitate information exchange.
- May provide supervision to administrative staff to ensure daily office operations are conducted effectively.
- Regular, reliable and punctual attendance is an essential function of the job.
- Provide administrative support to other employees in the department as requested by the executive.
- Help with community outreach as requested by the executive.
- Serve as the liaison for the Community Police Oversight Board (CPOB).
- Attend evening and weekend meetings as requested by the executive.
Minimum Qualifications
Education
AND
Experience
5 years in office management, office administration, or office assisting. (Required)
Language Skills: Bilingual Speaker (English & Spanish) with advanced/professional proficiency highly preferred.
Certification Required: Criminal Justice Information Services (CJIS) certification required within 6 months of hire (to be completed/obtained during probationary period).
- Completed High School Diploma or equivalent (GED). (Required)
- Associates Degree (or higher-Bachelor's, Master's or Doctorate degree) Preferred. (Preferred)
AND
Experience
5 years in office management, office administration, or office assisting. (Required)
Language Skills: Bilingual Speaker (English & Spanish) with advanced/professional proficiency highly preferred.
Certification Required: Criminal Justice Information Services (CJIS) certification required within 6 months of hire (to be completed/obtained during probationary period).
Supplemental Information
Knowledge, Skills, and Abilities (General)
1 Knowledge of correct grammar, spelling, and punctuation.
2 Knowledge of public administration.
3 Knowledge of the City's payroll, accounting, or purchasing procedures
4 Ability to use office machines including, copier, fax machine.
5 Ability to coordinate meetings, travel, and detailed schedules.
6 Ability to write, clear and accurate reports.
7 Ability to deal tactfully and courteously with the public and other city employees.
8 Ability to handle difficult and unusual situations.
9 Ability to analyze information and develop sound conclusions.
10 Communicating effectively verbally and in writing.
11 Establishing and maintaining strong working relationships.
Knowledge, Skills, and Abilities Required to Perform Work (Position Specific)
Knowledge of public administration and governmental environments
Ability to make decisions regarding policy and interpretation requiring balanced judgment.
Ability to plan, organize and coordinate resources.
Ability to communicate effectively both orally and in writing.
Ability to conduct research, analyze data, and compile reports.
Ability to supervise office operations.
Ability to establish and maintain an effective working relationship with all levels of management, city officials, vendors, other government agencies, other employees and the general public.
Working Conditions and Hazards: Work performed under normal office conditions.
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