EXECUTIVE ASSISTANT - Lake Havasu City

Lake Havasu City, AZ

Closing Date: 09/09/2024 - 09/23/2024

Job Title: Executive Assistant - OC25-104

Salary: $2,279.90 - $3,328.58/Bi-Weekly; DOQ

*Trainee Salary: $2,051.91/Bi-Weekly

FLSA Status: Exempt

Grade: GN16

Department: Police Department/Administration

TO BE CONSIDERED FOR THIS POSITION: Complete an online application. Resumes in lieu of application will not receive consideration. Please attach certifications.

JOB DESCRIPTION:

Performs intermediate administrative work by performing a variety of high-level administrative and clerical duties, conducting research and analytical duties, including special projects as needed, ensuring various internal and external deadlines are met, maintaining sensitive City files and records, and related work as apparent or assigned. Work is performed under the general direction of the Department Director, or equivalent.

The ideal candidate is a self-motivated problem solver who enjoys challenges and a full and diverse workload. They need the ability to provide highly responsible, confidentialand complex administrative assistance for the Chief of Police and others while exercising independent judgment in relieving the Chief of Police of administrative details requiring considerable knowledge of City and department policies and procedures. This candidate needs to keep multiple projects on task simultaneously, as well as ensure department projects and goals meet deadlines. This individual must have excellent organization, research, communication, and interpersonal skills, to effectively build and maintain professional working relationships with internal and external customers. They must be able to accomplish assignments without specific instructions. This position reports directly to the Chief of Police and the successful candidate must be adept at ensuring all aspects of department projects are being addressed, as well as providing productive feedback.

MINIMUM QUALIFICATIONS:

Associates/Technical degree with coursework in business or public administration, or related field and moderate experience in executive level administrative support or equivalent combination of education and experience.

SPECIAL REQUIREMENTS:

Commissioned as a Notary Public in the State of Arizona based on department need.

Must meet and maintain all training and education requirements for the position.

Valid Driver's License of the appropriate class.

Qualified candidates will be required to participate in Online testing, which will consist of Basic Microsoft Excel (2016), Accounting Principles, and Business Correspondence. Candidates will receive separate testing notification via email or text messaging and must complete testing as instructed; no extensions of deadline will be given.

ESSENTIAL FUNCTIONS:

The requirements listed below are representative of the knowledge, skill, and/or ability required and are subject to change as needs and job requirements change. Position assignments may vary. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.
Coordinates and performs a variety of complex and highly sensitive administrative support activities, including serving as a liaison between the public, various departments/division and outside agencies, scheduling and organizing meetings and appointments, maintaining calendar of appointments, events, and meetings, composing meeting agendas and taking/transcribe meeting minutes, and handling internal and external communications.
Composes and prepares correspondence, reports, newsletters, and editorials/news releases.
Performs comprehensive research and analysis, including conducting, completing, and analyzing studies and surveys and manages special projects.
Arranges complex and detailed travel plans and itineraries; prepares travel paperwork.
Maintains department records and databases.
Assists in creating, maintaining, and updating department/division policy and procedures and uploads documents for department use; interprets policies and procedures.
Compiles data and prepares various reports.
Assists in the preparation of the departmental budget; tracks expenditures and reconciles overtime accounts.
Maintains knowledge of City and department/division interests and current events.
Identifies problems/issues; coordinates and implements solutions to resolve the problem or issue.
Receives, investigates, and answers sensitive and often confidential request for information from citizens, employees, Department Directors or equivalent, and local businesses.
Operates and maintains motor vehicles or other work-related equipment requiring a valid Arizona driver license.

KNOWLEDGE, SKILLS AND ABILITIES:

Thorough knowledge of City functions, organization, and policies; thorough knowledge of state and local laws concerning the City and applicable department/division; thorough knowledge of drafting and preparing agendas and minutes, correspondence, and reports; thorough knowledge of standard office procedures, practices, and equipment.

Skill in the use of personal computers, associated software packages, hardware, and peripheral equipment; skill in organization and time management; skill in providing customer service.

Ability to communicate ideas effectively orally and in writing; ability to perform extensive research and prepare detailed reports; ability to work and maintain composure under pressure; ability to handle confidential information according to established procedure; ability to interpret and apply policies and procedures; ability to meet critical and specified deadlines; ability to make basic arithmetic calculations; ability to take and transcribe dictation and type accurately and at a reasonable rate of speed; ability to work independently with little supervision; ability to establish and maintain effective working relationships with associates, business and community leaders, department directors and management, elected officials, outside agencies, and the general public.

PHYSICAL DEMANDS AND WORKING CONDITIONS

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing and using hands to finger, handle or feel, frequently requires standing and walking and occasionally requires climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms, tasting or smelling, pushing or pulling and repetitive motions; work has standard vision requirements; 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; work requires preparing and analyzing written or computer data and operating motor vehicles or equipment; work has no exposure to environmental conditions; work is generally in a quiet location (e.g. library, private offices).

Applicants for employment opportunities should be aware of the Lake Havasu City policies concerning the use of drugs and alcohol. These policies have not been altered by the passage of Proposition 207. The use of recreational marijuana is a violation of the City's Drug Free Workplace Policy. All positions within the City are required to submit to a pre-employment drug test. A positive result for drugs tested under the policy, including recreational marijuana, may be grounds for withdrawal of an offer of employment.

The City reserves the right to consider only the most highly qualified applicants. The succeeding examination processes may be required: training and experience, testing, panel interview, employment eligibility verification (EEV) requirements, personnel evaluation profile (PEP), polygraph test, background investigation and alcohol/drug screening test. Appointment subject to successful background investigation and City paid postemployment.

medical examination after offer of employment has been made.