Job description
POSITION PURPOSE / IMPORTANT APPLICATION INFORMATION
The Executive Assistant position is a responsible administrative support position involving complex work problems and situations. Work involves performing, coordinating and leading a variety of complex executive assistant duties for a highly productive team in the Police Department's Administrative Division. Position requires the use of confidentiality, discretion and independence of action. Employees frequently develop their own procedures to carryout work to relieve the Police Chief and other Staff of many administrative details. This position works for, and reports directly to, the Chief of Police. This position has no supervisory responsibilities although a close working relationship with other department and city administrative staff is critical.
In order to be considered for this position, all candidates must attach to the online application at time of submittal, a cover letter and resume (maximum of two (2) pages for each document).
The full salary range for this position is stated above. Starting wages are negotiable and dependent on the qualifications and experience of each individual candidate. The City of Westminster offers a bonus of up to $1,500 per year depending on the employee's fluency in Spanish, Hmong, Laotian and/or American Sign Language (ASL).
In order to be considered for this position, all candidates must attach to the online application at time of submittal, a cover letter and resume (maximum of two (2) pages for each document).
The full salary range for this position is stated above. Starting wages are negotiable and dependent on the qualifications and experience of each individual candidate. The City of Westminster offers a bonus of up to $1,500 per year depending on the employee's fluency in Spanish, Hmong, Laotian and/or American Sign Language (ASL).
ORGANIZATIONAL COMPETENCIES AND CULTURAL VALUES/GENERAL COMPETENCIES
The City's work culture encourages passionate, positive and enthusiastic employees who, along with our City Council and City Manager, are strong supporters of our mission: Westminster’s purpose is to provide core services and foster economic resilience to give our community the opportunity to thrive. Westminster is a city of beautiful, safe, well-maintained neighborhoods and destinations with a vibrant, diverse economy, rich and resilient environment and a strong sense of community belonging. Our core values are embodied in our SPIRIT (Service – Pride – Integrity – Responsibility – Innovation – Teamwork).
This position supports the goals of the Police Department, which is "To Provide Law Enforcement Excellence in Community Safety and Service through Vigorous Policing, Professionalism, Leadership and Innovation." The Department is responsible for enforcement of State Laws and Westminster Municipal Ordinances pertaining to criminal and traffic issues and to uphold the Constitution of the United States, the State of Colorado, and the Charter of the City of Westminster. The Department is primarily focused on public safety, maintaining peace and order, prevention of crime, and the apprehension of criminals.
Every employee is accountable to:
GENERAL COMPETENCIES
Citywide - Every employee in this position is accountable to:
This position supports the goals of the Police Department, which is "To Provide Law Enforcement Excellence in Community Safety and Service through Vigorous Policing, Professionalism, Leadership and Innovation." The Department is responsible for enforcement of State Laws and Westminster Municipal Ordinances pertaining to criminal and traffic issues and to uphold the Constitution of the United States, the State of Colorado, and the Charter of the City of Westminster. The Department is primarily focused on public safety, maintaining peace and order, prevention of crime, and the apprehension of criminals.
Every employee is accountable to:
- Demonstrate a high level of customer service; encourage others to focus on the customer; foster an environment where customer service is a priority
- Communicate with customers to ensure that, where possible, they are satisfied, and that their needs are being addressed; solicit and evaluate customer feedback
- Act as an ambassador by understanding and fostering the organization's mission and vision
- Exhibit pride in self, the department, the city, and the community; conduct self in a professional manner
- Demonstrate integrity and builds trust through credibility, reliability, commitment, loyalty, and ethical behavior
- Address difficult or contentious issues in a constructive manner
- Support/promote change; demonstrate flexibility, and take calculated risks when appropriate
- Participate in personal growth opportunities, and attend trainings designed to enhance capacity to bring new skills and ideas to the job and the organization
- Work to continuously improve the efficiency and effectiveness of the service or product being delivered
- Demonstrate support for team efforts by accepting new roles and responsibilities, and helping others achieve objectives
- Value diversity; demonstrate an awareness of differences; demonstrate sensitivity, and adapt behaviors and communication to accommodate these differences
GENERAL COMPETENCIES
Citywide - Every employee in this position is accountable to:
- Establish effective interpersonal relationships through honest, open communication and follow-through on commitments
- Recognize personal strengths and weaknesses, and target areas for personal self-development
- Demonstrate initiative in performing job tasks
- Exhibit problem-solving skills leading to sound judgment and quality decisions
- Achieve goals, handle assigned workload and new assignments effectively; demonstrate an ability to work independently
- Communicate effectively with individuals and groups using clear and concise verbal and written communications
- Demonstrate accountability for work, and take ownership in job performance
- Demonstrate concern for the accuracy and quality of work; take steps to correct mistakes and improve the overall product
- Demonstrate knowledge of modern office practices, procedures, equipment, business English, spelling and mathematical computations and tabulations
- Operate a personal computer and be familiar with current computer software applications (Microsoft Suite to include OneNote and Teams; Adobe Pro); be able to grasp other Web and software programs used in the department; must be able to type 40 WPM with accuracy; this position will work extensively with JDE financial management system
- Set up and type a variety of letters, memos, reports, agendas, minutes, ordinances, and resolutions; maintains moderately complex reports and spreadsheets, and prepare detailed reports from such records; position requires work with the NOVUS agenda software system
- Empathize and establish a rapport and good working relationships with employees, the public, and outside organizations, agencies, and entities
- Encourage, foster and mentor other Staff to allow for enhanced knowledge and experience
- Develop work methods and procedures with initiative and judgment, and use resourcefulness and tact in meeting new problems
- Assemble, organize, and present in written and oral form, statistical, financial, and factual information derived from a variety of sources
- Actively seeks to discover and create ways of doing business more efficiently and encourages others to find solutions and contribute to the solution
- Foster a participatory organizational climate that is open, positive, reinforcing, and supportive
- Encourage employees to be accountable for their work and take ownership in what they do
- Demonstrate leadership and courage by making or supporting decisions that reflect the organizational mission and goals even when the decision may be unpopular to some
- Demonstrate collaboration and conflict resolution skills with other departments and employees
- Establish and maintain effective working relationships with other employees in the City organization, department and public entities
- Conduct oneself in a manner that is ethical, trustworthy, and professional
JOB SPECIFIC FUNCTIONS
Essential Job Functions, Duties, Responsibilities and Tasks
1. Functions as the Executive Assistant to the Chief of Police
- Prioritize meetings and/or move them accordingly
- Advise Chief of potential issues/concerns as they arise
- Confidentiality is paramount
- Teamwork and collaboration are paramount, but also be able to take independent action on daily tasks
2. Provides high level customer service to city employees, public officials, and citizens
3. Works closely with, and is a primary police department point of contact, for the City Manager’s Office personnel for Council actions and other matters
- Composes Staff Reports and Agenda Memorandums for City Council
4. Works closely with, and provides assistance to, the Deputy Chiefs, Command Staff, Business Operations Coordinator, Police Legal Advisor, and other Division Assistants in the Department
5. Responsible for the Administrative Division’s accounts payables/receivables and the oversight, storage, and processing of contracts, Intergovernmental Agreements, and Memoranda of Understanding
6. Schedules meetings, appointments, and makes reservations for the PSC Training Room and City conference rooms
7. Encourages and fosters positive relationships with employees throughout the City and community organizations
8. Look for continuous process improvement, project completeness, opportunities to improve internal and external communication, and goal setting
9. Maintains regular and punctual attendance
Other Duties and Responsibilities
Incumbent is accountable for all duties of this job, and other projects and responsibilities may be added at the discretion of the Chief of Police.
Incumbent is accountable for all duties of this job, and other projects and responsibilities may be added at the discretion of the Chief of Police.
POSITION REQUIREMENTS/WORKING CONDITIONS/PRE-EMPLOYMENT REQUIREMENTS
Education, Experience, Skills, Formal Training, Licenses, and Certifications
Required :
Physical Requirements
Work is sedentary in nature and requires sufficient physical stamina and strength for:
WORKING CONDITIONS
Work is constantly performed indoors and is primarily sedentary office work. Must demonstrate the ability to meet the physical demands of the job, including the ability to retrieve information from various locations in the office when needed. Exposure to periods of high activity and stress under demanding conditions. The position requires a great deal of communication with City employees, the public, and outside agencies.
Required Materials and Equipment
Computer, printer, telephone, fax machine, photocopy machine, calculator, books, files, paper shredder, scanner, and other standard office equipment.
PRE-EMPLOYMENT REQUIREMENTS
Required :
- Graduation from high school or GED
- Minimum three (3) years of experience in executive assistant work of a progressively responsible and difficult nature
- Proficiency in the use of personal computer, with emphasis on word processing (40 WPM with accuracy) utilizing Microsoft and Adobe products
- Administrative experience with a Public Safety Agency
- Minimum five (5) years of experience in executive assistant work of a progressively responsible and difficult nature
- Additional experience with other computer software programs
Physical Requirements
Work is sedentary in nature and requires sufficient physical stamina and strength for:
- Constant sitting to perform daily tasks; occasional walking through a multilevel facility to retrieve information; frequent standing, sometimes for extended periods
- Frequent squatting, reaching above shoulder, and twisting to file documents and lift supplies and material; occasional bending, kneeling, climbing, balancing, and reaching below shoulder to store documents, material, and supplies
- Constant light grasp, fine manipulation, and handling to perform daily duties; occasional firm grasp to safely use equipment
- Frequent lifting, carrying, pushing, and pulling of up to ten (10) pounds to move material and supplies; occasional pushing, pulling, and lifting of up to twenty-five (25) pounds with dollies and carts
WORKING CONDITIONS
Work is constantly performed indoors and is primarily sedentary office work. Must demonstrate the ability to meet the physical demands of the job, including the ability to retrieve information from various locations in the office when needed. Exposure to periods of high activity and stress under demanding conditions. The position requires a great deal of communication with City employees, the public, and outside agencies.
Required Materials and Equipment
Computer, printer, telephone, fax machine, photocopy machine, calculator, books, files, paper shredder, scanner, and other standard office equipment.
PRE-EMPLOYMENT REQUIREMENTS
- Background checks will include employment references and criminal history, and when applicable, credit check, driver license record, and education verification
- Drug screen and voice stress test
- Must be legally entitled to work in the United States
The City of Westminster offers a comprehensive benefit package including:
- Health and Dental
- Flexible Spending
- Pension/ Retirement Plans
- Term Life Insurance
- Long-term Disability
- Survivor Benefits
- Wellness Program
- Education and Training Reimbursement
- General leave that provides vacation, holidays, and illness leave
For a more detailed overview of our General Non Exempt employee benefit package: 2023 Benefit Package
The City of Westminster does not participate in the Social Security system. In lieu of social security contributions, the city contributes to a 401(a) defined contribution plan on your behalf.
401(a) Contribution Rates:
Employee Mandatory Contribution: 11% of your base pay. Contributions are pre-tax and fully vested.
Employer Contribution: 11.25% of your base pay.
Employer Contribution Vesting Schedule
The City of Westminster does not participate in the Social Security system. In lieu of social security contributions, the city contributes to a 401(a) defined contribution plan on your behalf.
401(a) Contribution Rates:
Employee Mandatory Contribution: 11% of your base pay. Contributions are pre-tax and fully vested.
Employer Contribution: 11.25% of your base pay.
Employer Contribution Vesting Schedule
- Less than 3 years - 0%
- 3 years - 60%
- 4 years - 80%
- 5+ years - 100%
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