Executive Assistant Job at Andover Public Schools in Andover

Under the direction of the Chief of Police or their designee, responsible for provision of comprehensive and confidential administrative and executive assistance for the Police Chief and Executive Officer, including but not limited to, legal research, office administration, budget administration, financial report tracking, customer service, special project development, and scheduling.

* Provide assistance to internal and external customers of the Department, including the public. Greet visitors, answer phone and respond to general department inquiries within level of expertise and authorization, referring more complex issues to technical, professional, or management staff. Maintain Chief's schedule and arrange all meetings.

* Provide confidential administrative services to the Police Chief and maintain confidential personnel and legal records and correspondence. Research compensation and employment issues for the Chief's use in collective bargaining with Police Department personnel.

* Review all legal documentation directed to the Chief of Police including the review of criminal and civil briefs for factual accuracy, noting all discrepancies for the Chief. Prepare all routine legal documentation for signature by the Chief of Police, attaching legal citation as required.

* Serve as the department's human resource liaison for all civil service transactions including: requisition certified eligible and promotional lists through the state's MaCS automated system; maintain a record for all hiring and promotional appointments and copy human resources central personnel file; terminate or process leaves of absences for Civil Service records; file for participation in promotional exams; and all other related duties involving communication between the Department and Civil Service.

* Provide routine to complex administrative and executive duties for the Chief. Screen calls and research issues and information in preparation for return calls to the public, police force members or other town officials. Maintain a comprehensive overview of the department's principal activities. Research issues brought forward by department personnel and assist Chief with contract administration. Produce all related documents and reports using word processing and related software applications; make appointments and maintain calendar; establish and maintain department files; screen, sort, and prioritize mail; send faxes and duplicate materials. Respond to routine correspondence within level of authority. Coordinate communications and work within the department in the absence of the Chief.

* With input from the Chief and their management team, draft department's annual budget and capital improvement plan. Obtain and evaluate data necessary to justify expenditures and budgetary priorities. Administer annual budget expenditures; monitor all budget line items and special accounts and prepare all annual bills for collection. Reconcile all discrepancies with the Town Accountant and the Treasurer's records.

* Prepare capital planning documents, warrant articles, and related financial analyses, as directed by the Chief.

* Prepare and maintain payroll records for all Police Department staff, including processing weekly payroll, tracking overtime, and maintaining paid time-off balances. Ensure all personnel changes are updated and reconcile records with the Town Payroll Administrator and/or Treasurer's Office.

* Serve as primary staff member for financial record management, monitor pay schedules for rate changes, compile education incentive requests, and maintain department personnel records. Track and reconcile grant budgets with relevant departments.

* Maintain special lists, databases and other division records using automated systems. Compile and format statistical data for the Operations Division. Generate a variety of monthly, semi-monthly, and annual reports for internal and external personnel and agencies.

* Maintain department personnel records and rosters, including department seniority list and disability reports, ensure all personnel changes are put into all relevant lists. Assist Human Resources with work related to Civil Service lists and transactions.

* Prepare Power Point presentations for the Chief or Executive Officer.

* Conduct or participate in special projects or studies such as compiling and tabulating data for administrative projects as assigned by the Chief or as required in response inquiries.

* Perform related duties as required.

Skills, Knowledge and Abilities

* Knowledge of Police Department policies, procedures, and collective bargaining agreements, as well as statutory regulations as they pertain to public safety employees.

* Knowledge of standard office procedures, practices, forms and equipment.

* Ability to prepare routine to complex correspondence and reports utilizing computerized office applications, such as word processing, spreadsheets, etc.

* Ability to understand, learn, interpret and explain policies and procedures, and to apply such guidelines appropriately to different situations

* Ability to interact effectively and tactfully with a wide variety of individuals including management personnel, other department staff, outside professionals and members of the public.

* Ability to communicate clearly and concisely with others, both verbally and in writing.

* Ability to prioritize multiple tasks and deal effectively with interruptions.

* Ability to perform detailed work accurately and efficiently within strict deadlines.

Education and Experience

Duties require completion of a two-year paralegal program or administrative/business school with expertise in office administration, executive level practices, financial record keeping, and automated office systems and procedures including but not limited to Microsoft Word, Excel, Outlook, Power Point and other computer office programs as applicable; or 3 to 5 years of related experience in a public safety environment; or any equivalent combination of education and experience.

Supervisory Responsibility

At the Chief's discretion, provides direction and guidance to support staff.

Physical Elements

* Normal office environment, not subject to extremes in temperature, noise, odors, etc.

* Frequent interruptions to assist customers on the phone.

* May spend extended periods at terminal on telephone or operating other office machines requiring eye-hand coordination and finger dexterity.

* Regular lifting and carrying of files, documents, records, etc.

FLSA Status: Non-Exempt

Grade: IE-18

Standard work week: 36.25hours

Job Code: T-6374

Risk Code: 8810

The Town of Andover is an Affirmative Action/Equal Opportunity Employer. Women, minorities, veterans, members of the LGBTQ+ community, and persons with disabilities are encouraged to apply. The Town is committed to advancing its workforce culture of antiracism, diversity, equity, and inclusion.