Executive Assistant to Chief of Police

Why Join the City Of Seat Pleasant?

The City of Seat Pleasant is a dynamic, forward-moving municipal government committed to delivering high-quality services, strengthening community trust, and fostering a culture of excellence. At the City of Seat Pleasant, you become more than an employee. You become part of a close-knit community that believes in service, integrity, and continuous growth. Our workforce is dedicated to making a meaningful difference in the lives of our residents, and we support that mission by creating a workplace where every voice is valued and every contribution matters. We provide a supportive team environment, opportunities for professional advancement, competitive benefits, and the chance to help shape the future of a vibrant and diverse city. Joining our team means stepping into a role with purpose and becoming part of an organization that is committed to excellence in public service.

Position Overview

This position serves as the Executive Assistant to the Chief of Police. This position provides difficult and diverse administrative support for the Police Department’s administrative offices. The position may also provide administrative support to specialized units and is the primary backup to the front office Administrative Assistant position in support of the department’s daily administrative operations. This position is subject to transcribing confidential documents on an as-needed basis. An employee in this classification has significant latitude for independent judgment and initiative and performs more complex or specialized duties. The employee completes duties of more than ordinary difficulty and makes independent decisions based on assessment and analysis of the situation, as well as established policies, procedures, and guidelines. Work is performed under general supervision and is reviewed by a superior through observation and review of correspondence and other typewritten materials.

Key Responsibilities

• Executes a variety of tasks promoting the efficient operation of the Office of Chief of Police.
• Supports the administrative front office including telephone answering, office correspondence, greeting the public and general support of the administration of the Police Department.
• Prepare a variety of reports such as crime information and patrol bulletins, monthly and quarterly activity summaries, department annual reports and specific statistical/research reports as needed.
• Conduct statistical and strategic analysis which includes preparing monthly, quarterly, annual, and on-request reports.
• Must treat all duties and responsibilities in a confidential manner.
• Schedule and coordinate meetings and events make travel arrangements, and conference reservations for the Chief of Police.
• Works with the staff to accomplish program or projects of interest to the Office of the Chief of Police.
• Prepare, edit, and review correspondence from the Chief of Police.
• Accompany the Chief of Police at various meetings and ensure that the Chief of Police receives all necessary background information.
• Attend meetings called by the Mayor or Chief Operating Officer as the Chiefs representative when invited to such meetings.
• Prepare drafts of, or accumulate material to be included in, speeches to be delivered by the Chief of Police.
• Compose a variety of letters, memoranda, press releases, and other documents on own initiative or from brief notes or verbal instructions.
• Prepare drafts and finish documents of a variety of materials from written or verbal instruction, including correspondence, reports, and other materials that are sensitive, complex, and technical.
• Undertake continuous efforts to improve the Office of the Chief of Police operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide seamless customer service to the Chief of Police.
• Assist in research and development of proposals and projects of interest to the Chief of Police.
• Make contacts with other agencies for information required for special reports, proposals, applications, or correspondence, and handle confidential information regarding controversial matters in which the Chief of Police is involved.
• Receive visitors to the Office of the Chief, schedule appointments for the Chief of Police, and receive and process calls to the Office of the Chief of Police for information requests, directing callers or relaying information to the appropriate parties.
• Open, sort, and distribute mail to the Office of the Chief of Police.
• Maintain a database of important contacts on behalf of the Chief of Police.
• Establish and maintain office files and procedures for the Office of the Chief.
• Performs other duties as apparent or assigned.

Required Qualifications

Excellent command of Microsoft Office applications (Microsoft Word, Outlook, PowerPoint, Excel, and Publisher) and the internet; demonstrated organizational skills; proven problem-solving and interpersonal skills; experience providing complex, confidential administrative support with tact and diplomacy; proven ability to work with multiple deadlines and priorities; ability to work across a variety of projects and with diverse constituencies; and an ability to be flexible to changing office practices and procedures. Familiarity with Maryland state, county, and local government processes a plus. Some evening and weekend work related to dedicated events and meetings may be required.

Minimum Experience and Education:

Associate degree with administrative support, calendar management, effective communication skills, proficiency in Microsoft Office and Excel, and experience with scheduling and organizing travel arrangements (e.g., communications, business, nonprofit management, etc.). At least 2 years of progressively responsible related work experience in public safety, emergency management, or administrative support positions. Strong research and writing skills, including the ability to develop compelling narratives that effectively communicate the organization's mission and goals. Ability to work independently and manage multiple deadlines.

Working Conditions

• Sedentary work requires the exertion of up to ten pounds of force occasionally and negligible amount of force frequently or constantly to move objects.
• Work requires climbing, stooping, reaching, fingering, grasping, and repetitive motions.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities.
• The worker may be subject to adverse environmental conditions.

Selection Criteria

• Special Notices: Employees in this position are subject to random drug and alcohol testing pursuant to the City of Seat Pleasant's Drug-Free Workplace Policy, Drug & Alcohol Testing Procedures. 
• Resume: Qualified candidates are encouraged to submit a cover letter including salary requirements and resume to [email protected] Cover letter should include position title. NO PHONE CALLS 

Equal Opportunity & Reasonable Accommodation Statement

The City of Seat Pleasant is an Equal Opportunity Employer committed to creating an inclusive and respectful workplace for all employees. The City provides equal employment opportunities to all individuals regardless of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, veteran status, or any other protected characteristic under federal, state, or local law.

Applicants who require a reasonable accommodation during any part of the application or hiring process may contact the Human Resources Department to request support. Employees may also request reasonable accommodations at any time during their employment.

Disclaimer

This job description is designed to outline the general nature and level of work performed by individuals assigned to this position. It is not intended to be a comprehensive list of all duties, responsibilities, or qualifications associated with the role. The City of Seat Pleasant reserves the right to modify, add, or remove duties as needed to meet operational requirements.