Executive Assistant Police Department

Live Oak, CA - USA

Monthly Salary: Not Disclosed

Posted on: 16-10-2025

Vacancies: 1 Vacancy

Job Summary

Executive Assistant - Police Department

Position Summary

Under the general supervision of the Police Chief this position performs responsible complex and confidential executive technical and secretarial duties for assigned department and staff. Maintains confidentiality of the matters performs a variety of administrative functions for department including various record keeping activities and assists with the coordination of City events.

Job Responsibilities

Essential Functions: -- Essential functions as defined under the Americans with Disabilities Act may include any of the following representative duties knowledge and skills. Essential duties and responsibilities may include but are not limited to the following:

Performs various complex and confidential administrative technical and secretarial support duties; orders supplies and equipment; enters various information into computer systems; maintains multiple calendars; schedules meetings and appointments and makes travel accommodations as needed; prepares and processes paperwork and other materials; sorts and distributes mail; takes meeting minutes; creates prepares and reviews correspondence and reports; monitors contracts; maintains various spreadsheets logs and files.
Provides support and information to internal and external customers; receives and screens visitors calls emails and mail; answers phone and email inquiries; greets and directs calls and walk-in visitors; provides customers with informational brochures and flyers as needed; receives complaints and routes to the appropriate person; takes and delivers messages.
Prepares detailed and often confidential correspondence reports forms invitations graphic materials and specialized documents from drafts notes brief instructions corrected copy or dictated tapes; proofreads materials for accuracy completeness compliance with departmental policies format and English usage including grammar punctuation and spelling.
Performs a variety of financial duties; processes invoices deposits and payments; provides assistance with developing presenting and overseeing the budget; processes payroll; codes invoices; prepares financial documents and billings; performs financial calculations; reconciles purchasing cards; utilizes information extracted from financial databases; enters new customer and vendor information; monitors petty cash accounts grants and budgets; and prepares financial reports.
Performs various support related duties; troubleshoots office equipment issues; schedules training classes; takes inventory; trains and schedules personnel; coordinates various special projects; attends meetings seminars and workshops; and participates in the development of divisional policies.
Coordinates monthly Social Media Team planning meetings; assists with assignments; and monitors various social media platforms and sites as directed.
Performs other duties as required or assigned.
Organizes and maintains various administrative confidential reference and follow up files and records for the Police Chief and Assistant Police Chief including confidential background training and personnel files.
Assists in the Department Accreditation processes and requirements.
Coordinates and plans events such as Junior Police Academy Citizens Police Academy Coffee with Cops Memorial functions Honors and Awards ceremonies large meetings in-house training and other department functions/events held by or in the Police Department.
Responsible for expungements restricted access and petitions required by Guadalupe County Bexar County and District Court Judges.

Job Requirements

Knowledge of

Customer service principles practices and etiquette.
Organization and function of public agencies.
Proper grammar spelling and punctuation.
Business letter writing and basic report preparation.
Basic accounting principles and practices business arithmetic and basic statistical techniques.
Pertinent Federal State and local laws codes and safety regulations.
Record keeping report preparation filing methods and records management principles and practices.
Department Computer-Aided Dispatch & Administrative and records management National and State Crime Information Databases.
State and local social service agencies.
General office policies and procedures; computers and general office equipment.

Skill in

Typing and entering data with speed and accuracy.
Communicating effectively both verbally and in writing.
Completing basic mathematic calculations.
Organizing work and setting priorities to meet deadlines amid frequent interruptions.
Displaying professionalism in all forms of communication.
Interpreting analyzing and applying federal state and local laws rules and regulations related to areas of assignment.
Interpreting and implementing policies procedures technical processes and computer applications related to area of assignment.
Maintaining accurate records filing systems and technical documents.
Performing basic research preparing clear and concise correspondence reports and statements.
Establishing and maintaining strong working relationships.
Using tact initiative prudence and independent judgment within general policy and legal guidelines in politically sensitive situations.
Operating a computer and related software.

Education and Experience:

High school diploma or GED equivalent and some college level courses in business office management or a related field and three (3) years of responsible secretarial experience involving assisting executive management or a high-level official with one (1) year of experience working in an organization handling sensitive data and confidential information; OR an equivalent combination of education training and experience.

Licenses Certifications and Equipment:

A valid State drivers license is required.

Notary Public.

Work is performed in a standard office environment. Operates and standard office equipment such as personal computer and related software fax machine and copy machine.

Starting Salary:

$55060 annually (DOQ) depending on qualifications. Step increase after successful six-month probation.

Benefits:
Education Assistance Annual Step Increases Paid Vacation Sick Leave (12) Holidays (1) Floating Holiday and Longevity Day Health Dental (DHMO Plan) and Basic Life LTD & AD&D paid at 100% for employee along with 45% dependent coverage. Voluntary plans Vision Additional Life/AD&D STD and FSA. Retirement Plan - Texas Municipal Retirement System (TMRS) The City matches two to one. An employee becomes vested with the City at five years unless eligible for prior year service credit.

Closing Date:

Open until filled

Required Experience:

Executive Assistant - Police DepartmentPosition SummaryUnder the general supervision of the Police Chief this position performs responsible complex and confidential executive technical and secretarial duties for assigned department and staff. Maintains confidentiality of the matters performs a varie...