Executive Assistant - Police Department
To apply please send resume/completed City of North Pole application to:
Melissa Dionne, City Clerk
or drop it by City Hall, 125 Snowman Lane, North Pole, Ak 99705
If you have questions, please call 907-488-8583.
Job Title: Executive Assistant
Department: Police Department
Classification: Non-Management / at-will
FLSA Status: Overtime Exempt
Reports To: Police Chief or designated supervisor
Positions Supervised: Administrative Assistant
*This is an at-will position serving under the direction of and may be terminated by the Police Chief.
FUNCTIONS & DUTIES
Serve as Executive Assistant to and under the general direction of the Police Chief and
perform diversified and complex administrative activities. While the duties of this
employee are of a general nature, certain letters, memos, and conversations which this
employee may be subject to, will be of a classified nature and such will be held in the
strictest of confidence.
This will be a full-time position requiring competency in several areas:
REPORTING, BUDGETING & PURCHASING
• Assist in Grant preparation, Quarterly / Annual Reports and operations of the
department’s data analytics software.
• Provides reports to Police Chief as requested.
• Sends monthly NIBRS reports to DPS to be submitted to the FBI.
• Responsible for sending quarterly reports to Alcohol and Marijuana Control Office
• Provides quarterly drug diversion reports to requesting agencies
• Coordinating collection and preparation of operating reports such as new hires,
transfers, budget expenditures, and statistical records of performance data.
• Conducting research on problems or projects, as assigned by the Police Chief.
• Maintaining account lines for the Police Department budget and assisting to ensure
compliance with the budget as set forth by the City Council.
• Responsible for purchasing of all department supplies and maintaining the supply
• Performs receptionist duties including answering telephone, directing calls to
appropriate staff and/or taking messages, fielding questions and providing routine
• Learn to operate new office technologies as they are developed and implemented.
• Set up and maintain paper and electronic filing systems for records, correspondence,
and other material
• Use of Microsoft Word, Excel, PowerPoint, and Police Department computer programs
• Maintaining and posting on Department social media pages such as Facebook and
• Collection and submission of reimbursement requests to be sent to State of Alaska for
• Preparing reports including conclusions and recommendations for solution of
• Acting on behalf of the Chief of Police by issuing Department memoranda regarding
• Maintaining training and information files; and performing related work as assigned.
• Operate office equipment such as fax machines, copiers, and phone systems, and
use computers for spreadsheet, word processing, database management, and other
• Assist in organization and planning of community events.
• Make copies of correspondence and other printed material.
• Assists with the hiring process of new employees.
OTHER: Other duties as assigned by the Police Chief.
(Determined by Chief of Police and as approved by the Mayor and City Council)
• Successful applicant must pass a background check.
• Successful applicant must pass Written/Reading comprehension test
• Successful applicant must pass Integrity Inventory Test
• Successfully pass a 60-wpm typing test
• Must pass 1-year Probationary Period
ESSENTIAL KNOWLEDGE, SKILLS & ABILITIES
Note: Any combination of education, training and work experience will be considered.
Education & Certification
• High school diploma or general education degree (GED); post-high school education or
professional certificate from college or technical school.
• Minimum of (3) three years’ experience at a related or next lower position.
• Ability to understand and carry out oral and written instructions and to request
clarification when needed.
• Ability to maintain good interdepartmental and public relations through good judgment and
• Ability to establish and maintain effective working relationships with co-workers,
employees, and officials in other departments.
• Ability to work independently, conduct research, gather, and analyze information, set
priorities, and meet deadlines with a minimum of supervision.
• Ability to make decisions in accordance with policy and to apply these to work problems.
• Ability to enter/receive data information.
• Ability to maintain established records and files.
• Ability to express ideas clearly and concisely, both orally and in writing.
• Ability to maintain a high degree of confidentiality.
• Ability to perform typing duties, taking of minutes, transcription, and all stenographic
work in a rapid and accurate manner.
• Ability to deal with the public in a pleasant, tactful, and courteous manner.
• Ability to meet the public well and to deal effectively with their questions or problems,
seeking assistance when needed.
• Use of addition, subtraction, multiplication, and division of numbers including decimals
and fractions. Use of simple formulas, charts, tables, drawing, specifications, schedules,
checking of reports, forms, records, and comparable data where some interpretation is
required. Intermediate knowledge of basic computer and technical skills.
• Must have the ability to become proficient in the use of: Police UCR, RMS, TraCS, and
• Knowledge of Billing, Budget preparation.
• Knowledge of Public outreach to include social media and press releases
• Knowledge of modern secretarial and general office procedures including record keeping,
English composition, spelling, grammar, and proper sentence structure.
• Knowledge of the operation of office equipment and the word processor. To include,
Microsoft Word, PowerPoint, Excel, and Adobe
• Knowledge of computer operations.
• Required to type accurately at a speed of at least 60 wpm
• Organize workload with minimal supervision.
• Infrequent lifting of heavy objects that generally does not require assistance. General
office work with minimal recurring movement including filling of documents, lifting standing,
bending, stooping, walking, crawling, or climbing.
• Requires moderate independent decision making within duties or daily operations within
a functional area. Requires reading and comprehending simple instructions, preparation
of simple correspondence and memos, and the ability to effectively present information to
the supervisor. Occasionally receives guidance from superiors when performing tasks.
• Works in non-hazardous conditions; limited general contact with other employees and / or
Contact with Others
• Strong written and oral communication and customer service skills.
• Must maintain courteous, professional, and effective working relationships with citizens,
vendors, representatives of external organizations, governmental agencies and elected
officials of the city, state, and nation.
GENERAL WORK ENVIRONMENT
• Assignments include a wide variety of tasks designed to relieve the Police Chief of details
by the review of materials, assembling and the dissemination of general information.
• Work is performed under the administrative direction of the Chief of Police and is reviewed
by reports, conferences, and results obtained.
• Work is generally performed indoors in a climate-controlled office environment with ability
to sit, stand and lift objects.
• Duties require some limited physical movement and may require lifting up to 35#’s,
(greater with assistance), prolonged sitting, walking, bending, and stooping.
• May be asked to work weekends, holidays, or evenings when necessary.
• The work is characterized by a broad latitude for the exercise of independent judgment
and initiative on the part of the employee in carrying out administrative functions.
Assignments, both administrative functions and specific projects, are received in the form
of general outlines or desired results and the employee is expected to use considerable
discretion in defining the methodology in carrying out the assignment to completion.