New Job Executive Secretary In Texas

Under the general supervision of the Chief of Police, performs a variety of responsible, complex, and highly confidential administrative, technical, and secretarial support duties primarily for the Police Chief; exercises initiative, judgement, and tact in responding to and dealing with other law enforcement agencies, members of the community, and public officials.

• Prepares correspondences for the Police Chief or other police supervisors that require signatures, dictations, or own composition, including preparation of meeting minutes.

• Prepares, writes, reads, and maintains technical, statistical, and financial reports.
• Responsible for document management by arranging and filing letters, reports, and personnel records, while ensuring that files are maintained in accordance with state and federal record retention laws.
• Assist with preparation and monitoring of the departmental budget.
• Assist and monitor the preparation of agenda items by communicating with the City Secretary, Finance Director, or other department heads.
• Operates a personal computer for word processing, spreadsheets, database, or other computer-use functions.
• Assist with new hire on boarding for the police department; processes and tracks personnel action reports and evaluations.
• Performs administrative support duties pertaining to Internal Affairs Investigations.
• Coordinates training for Police Department staff, and books travel as necessary.
• Communicates and coordinates with vendors to arrange purchases for fleet, police equipment, and office supplies; prepares requisitions and purchase orders as necessary.
• Responsible for the coordination of meetings and appointments; sets up meeting rooms and amenities; maintains calendar for the Chief of Police.
• Responsible for the coordination of special events and award ceremonies as assigned.
• Tracks and codes credit card charges for police department staff and submits invoices for payment to Accounts Payable
• Assists City Secretary to ensure compliance with Public Information Act requirements, and requests.
• Provide both internal and external customer service by greeting visitors, answering phone calls and inquiries, and directing visitors as needed. Interacts with the public and city employees in a pleasant, efficient manner regarding dissemination of information.
• Distributes incoming mail and inter-office correspondence and routes to the appropriate department.
• Stay abreast of, and comply with, all City and departmental policies and procedures.
• Responsible for ensuring all department time sheets are recorded in a timely manner and ready for approval.
• Perform any other duties or special requests as directed by the Chief of Police or Lieutenants.

• High School diploma or the equivalent
• Courses from accredited college or Business College in personal computers, and typing is desired.
• Must possess a valid Texas Driver’s License.

• Three years office experience, preferably secretarial or extensive experience in related field
• Types 65 words per minute
• 10-key calculator by touch
• Experienced and proficient in the use of Word, Excel, Access, and PowerPoint programs

• Ability to maintain a professional executive office image and perform at a high level of customer service.
• Ability to perform executive secretarial functions that require discretion and specialized knowledge.
• Ability to deal effectively and courteously with the public and communicate in a clear voice;
• Ability to handle difficult office situations with diplomacy;
• Ability to maintain confidentiality of all aspects of job assignments.
• Knowledge of current local, state, and federal record retention laws
• Knowledge of personal computers, and basic office equipment;
• Knowledge of business organization, office practices, and clerical methods;
• Knowledge of grammar and spelling