Police Chief's Executive Assistant

The City of Gresham is seeking an advanced level administrative professional for an Executive Assistant to the Chief of Police. The Executive Assistant performs a range of complex administrative support activities under minimal supervision to contribute to an efficient office operation in support of the Chief of Police.  The successful candidate must display advanced Microsoft Office skills, provide excellent customer service skills in a fast-paced environment, proficiently juggle multiple tasks, pay great attention to detail, and interact collaboratively within a team environment. This individual must be highly motivated, competent, and accountable to efficiently manage their workload.  

Work will be conducted on-site with a standard schedule of 40 hours per week, Monday through Friday.

What you will get to do: 

• Conduct various confidential administrative support duties: 
• Perform confidential administrative support duties for the Chief of Police. 
• Schedule, attend, participates in, and document a variety of departmental meetings and matters. 
• File, track, and maintain various confidential administrative documents and forms. 
• Provide reception support including answering phones, screening and prioritizing calls, greeting and directing visitors.  
• Explain department programs, services, and functions.  
• Respond to inquiries from other departments, divisions, and work groups; refers to others as necessary.  
• Assist the public with information regarding city and department policies, procedures, and guidelines.
• Coordinate Chief's Office Operations and Activities: 
• Coordinate programs and projects for the Chief.  
• Provide management plan support, including coordinating and assembling information, entering data, researching and tracking information throughout the year, and producing reports. 
• Manage and coordinate the Chief's schedule, calendar, and appointments, including making travel arrangements.  
• Coordinate and schedule Chief's meetings. 
• Take, process, and share meeting notes. 
• Draft communications on behalf of the Chief's office for review and signature.     
• Handle public records request coordination, including notifying parties of requests to hold information related to requests, ensuring that information is gathered timely, and responding to requesting party.
• Outside Administrative Support:
• Support boards, councils, committees and various community groups on behalf of the department. 
• Act as a liaison for the chief's office to partnering police agencies and organizations. 
• Prepare agendas and other documents as needed. 
• Calendar committee meetings and prepare meeting rooms with beverages and snacks. 
• Take and transcribe meeting notes.
• Perform other duties as assigned.

Qualities we are looking for: 

• Someone who is a self-starter, self-motivated and can work independently to meet deadlines.  Someone who can work with minimal supervision.  
• Solution focused with the ability to evaluate situations and identify solution options quickly.
• Positive attitude
• A curious learner who thrives on acquiring new skills associated with the classification including office practices and procedures, and office equipment and software.    
• A customer focused individual who provides excellent customer service to internal and external customers.  
• An effective time manager who can organize and prioritize tasks with great attention to detail.
• Someone who can recognize and maintain confidentiality in sensitive situations, 
• Excellent communication skills both spoken and written.
• A relationship builder who friendly and collaborates well with others.
• Process improvement minded
• An inclusive nature to celebrate differences and seek ways to engage in ways that support equity and belonging.

Minimum Qualifications:

• A High School Diploma or GED
• Three (3) to six (6) years of experience providing advanced level, administrative support, or the equivalent of any training, education, and experience that shows proficiency in progressively related work.

Required Certification:

• Criminal Justice Information Services (CJIS) certification within 30 days of employment 
• Law Enforcement Data System (LEDS) certification within three (3) months of employment. 
• Obtain and maintain Notary License with the State of Oregon (preferred by not required)

(Resources to obtain certifications will be provided by the City of Gresham)

Any offer of employment will be contingent upon a successful completion of a comprehensive criminal background investigation and confirming the eligibility to be certified by CJIS and the Law Enforcement Data System (LEDS).

Selection Process

To apply, please click "Apply" at the top of the job announcement.

Required Application Materials:

• Complete online application (Resume will not substitute for complete information in the application.  This information will be used to determine qualifications and starting salary per Oregon Equal Pay.)
• Answers to supplemental questions 

For more details and to apply, visit:  https://GreshamOregon.gov/jobs

If you have questions, please contact HRRecruiting@GreshamOregon.gov