Town of Fairfield
Job Summary:
The Executive Assistant to the Chief of Police provides high-level administrative, executive, and confidential support to the Chief of Police. This position requires the highest degree of professionalism, discretion, judgment, and integrity. The Executive Assistant serves as a key liaison between the Chief, command staff, Town officials, outside agencies, and the public, while managing sensitive information and complex administrative functions essential to the effective operation of the Police Department.
Supervision Received: Receives general direction from the Chief of Police.
Supervision Exercised: Has overall supervisory responsibility for all civilian and clerical personnel within the building, including functional oversight and coordination, as assigned.
Examples of Essential Duties:
Serves as the Chief of Police trusted confidential executive assistant, maintaining strict confidentiality over all sensitive communications, records, investigations, personnel, labor relations, and executive matters.
Acts as the primary point of contact for the Office of the Chief, professionally interfacing with command staff, Town officials, elected officials, Police Commissioners, outside law enforcement agencies, vendors, and members of the public.
Screens, prioritizes, and manages access to the Chief of Police, including scheduling appointments, arranging meetings, maintaining the executive calendar, greeting visitors, answering and screening telephone calls, and determining appropriate action or referral.
Manages the Chief’s communications, including oversight of the Chief’s email inbox with access to confidential and labor‑related information; prepares, reviews, and edits correspondence, reports, memoranda, and other official documents for accuracy, professionalism, and compliance with departmental policies.
Coordinates and supports Command Staff meetings and other executive‑level meetings, including preparing agendas, compiling briefing materials, recording or coordinating minutes when required, and ensuring follow‑up on action items.
Prepares, schedules, and coordinates agendas, minutes, and supporting documentation for meetings of the Board of Police Commissioners and serves as the primary point of contact for the Chair of the Board.
Develops, maintains, and controls access to complex, restricted, and confidential files and records, including but not limited to Internal Affairs matters, administrative investigations, personnel files, discipline and recognition records, confidential background files, attorney‑client privileged materials, and POST documentation. Assist personnel who need to view their file.
Supervises and allocates work to part‑time clerical, secretarial, and administrative staff to ensure efficient and seamless support of the Office of the Chief.
Analyzes office procedures, workloads, schedules, and administrative practices; develops and implements recommendations to improve efficiency, effectiveness, and workflow within the Office of the Chief.
Coordinates administrative support functions for the Office of the Chief, exercising independent judgment in operational and procedural matters while ensuring policies, procedures, and applicable regulations are properly interpreted and applied.
Maintains inventories of office needs, supplies, forms, and equipment and coordinates purchasing, refurbishment, or replacement with vendors as necessary.
Organizes and maintains department data drives and records systems, ensuring files, forms, and documentation are accurate, current, secure, and accessible to authorized personnel.
Coordinates catering, logistics, and administrative support for Department events, training sessions, interview panels, organizational meetings, retirement and swearing‑in ceremonies, and special functions.
Plans and organizes town‑wide or interdepartmental meetings held at the Police Department.
Researches and compiles background materials on emerging law enforcement, administrative, or operational issues as directed.
Screens incoming correspondence and inquiries, routes matter to appropriate staff, tracks deadlines, and follows up to ensure timely and complete responses.
Relieves the Chief of Police of routine administrative details through independent handling of executive support functions, public interactions, and interdepartmental coordination.
Transmits and explains the Chief’s directions to appropriate personnel and follows up to ensure compliance, completeness, and adherence to established deadlines.
Performs special projects and related administrative duties as assigned.
Reconcile the Chief’s monthly American Express statement.
Collects, sorts, and distributes incoming mail from the Chief’s mailbox.
Enters online calendar reservations on the Teamup Calendar.
Manages, approves, and is accountable for time and attendance for all civilian personnel.
Knowledge, Skills and Abilities:
Comprehensive knowledge of office administration, executive support functions, and administrative management practices.
Knowledge of municipal government organization, functions, procedures, and intergovernmental operations, including an understanding of how departments, boards, commissions, and outside agencies interact.
Comprehensive knowledge of police department infrastructure, policies, procedures, and executive‑level operations.
Knowledge of operational, fiscal, and administrative analysis techniques, including the ability to compile, review, and interpret data and reports.
Strong written and verbal communication skills, including advanced knowledge of English grammar, spelling, punctuation, and professional correspondence standards.
Strong technology skills, including the ability to use office productivity software, manage electronic records systems, and adapt to new technologies.
Ability to assemble, organize, analyze, and present data and information in clear, accurate, and professional reports.
Ability to communicate clearly, concisely, and professionally with command staff, Town officials, elected officials, employees, outside agencies, and the public.
Ability to efficiently schedule, coordinate, and manage meetings, events, calendars, and competing priorities in a fast‑paced executive environment.
Ability to establish, maintain, and control complex, restricted, and confidential filing and records systems.
Ability to interpret, apply, and ensure compliance with administrative, departmental, municipal, and legal policies, rules, and regulations.
Demonstrated ability to exercise sound judgment, discretion, and independent decision‑making within the framework of departmental policies.
Ability to maintain the highest level of confidentiality and handle sensitive information with integrity and professionalism.
Ability to prioritize issues, assess urgency, and ensure the Chief of Police is informed of critical or time‑sensitive matters.
Ability to take accurate and complex dictation and prepare precise written materials.
Ability to train, guide, and provide lead work direction to clerical and administrative staff.
Ability to troubleshoot administrative, procedural, and operational issues and respond effectively to inquiries and requests.
Ability to work independently with minimal supervision while managing multiple assignments and deadlines.
Ability to work collaboratively with internal and external partners and manage the flow of information to executive leadership.
Strong interpersonal skills, including the ability to build effective working relationships with individuals from diverse backgrounds.
Supervisory ability, including task delegation, oversight, and coordination of administrative staff.
Minimum Qualifications: Graduation from high school or possession of a General Educational Development (GED) certificate, along with five (5) years of progressively responsible experience beyond the routine clerical level in office support or secretarial work. At least one (1) year of this experience must have been at the administrative assistant level or in an equivalent role. College coursework in secretarial, administrative studies, and/or criminal justice may be substituted for experience at the rate of fifteen (15) semester hours equaling one‑half (½) year of experience, to a maximum substitution of two (2) years. An Associate’s degree is preferred.
Working Conditions, Physical and Mental Requirements: Incumbents in this class must have adequate physical strength, stamina, physical agility and visual and auditory acuity, and must maintain such physical fitness as to be able to perform the duties of the class. Incumbents in this class work in an office setting that is subject to frequent interruptions, substantial contact with the public and exposure to video display monitors on a daily basis. A physical examination may be required.
#J-18808-Ljbffr
Supervision Received: Receives general direction from the Chief of Police.
Supervision Exercised: Has overall supervisory responsibility for all civilian and clerical personnel within the building, including functional oversight and coordination, as assigned.
Examples of Essential Duties:
Serves as the Chief of Police trusted confidential executive assistant, maintaining strict confidentiality over all sensitive communications, records, investigations, personnel, labor relations, and executive matters.
Acts as the primary point of contact for the Office of the Chief, professionally interfacing with command staff, Town officials, elected officials, Police Commissioners, outside law enforcement agencies, vendors, and members of the public.
Screens, prioritizes, and manages access to the Chief of Police, including scheduling appointments, arranging meetings, maintaining the executive calendar, greeting visitors, answering and screening telephone calls, and determining appropriate action or referral.
Manages the Chief’s communications, including oversight of the Chief’s email inbox with access to confidential and labor‑related information; prepares, reviews, and edits correspondence, reports, memoranda, and other official documents for accuracy, professionalism, and compliance with departmental policies.
Coordinates and supports Command Staff meetings and other executive‑level meetings, including preparing agendas, compiling briefing materials, recording or coordinating minutes when required, and ensuring follow‑up on action items.
Prepares, schedules, and coordinates agendas, minutes, and supporting documentation for meetings of the Board of Police Commissioners and serves as the primary point of contact for the Chair of the Board.
Develops, maintains, and controls access to complex, restricted, and confidential files and records, including but not limited to Internal Affairs matters, administrative investigations, personnel files, discipline and recognition records, confidential background files, attorney‑client privileged materials, and POST documentation. Assist personnel who need to view their file.
Supervises and allocates work to part‑time clerical, secretarial, and administrative staff to ensure efficient and seamless support of the Office of the Chief.
Analyzes office procedures, workloads, schedules, and administrative practices; develops and implements recommendations to improve efficiency, effectiveness, and workflow within the Office of the Chief.
Coordinates administrative support functions for the Office of the Chief, exercising independent judgment in operational and procedural matters while ensuring policies, procedures, and applicable regulations are properly interpreted and applied.
Maintains inventories of office needs, supplies, forms, and equipment and coordinates purchasing, refurbishment, or replacement with vendors as necessary.
Organizes and maintains department data drives and records systems, ensuring files, forms, and documentation are accurate, current, secure, and accessible to authorized personnel.
Coordinates catering, logistics, and administrative support for Department events, training sessions, interview panels, organizational meetings, retirement and swearing‑in ceremonies, and special functions.
Plans and organizes town‑wide or interdepartmental meetings held at the Police Department.
Researches and compiles background materials on emerging law enforcement, administrative, or operational issues as directed.
Screens incoming correspondence and inquiries, routes matter to appropriate staff, tracks deadlines, and follows up to ensure timely and complete responses.
Relieves the Chief of Police of routine administrative details through independent handling of executive support functions, public interactions, and interdepartmental coordination.
Transmits and explains the Chief’s directions to appropriate personnel and follows up to ensure compliance, completeness, and adherence to established deadlines.
Performs special projects and related administrative duties as assigned.
Reconcile the Chief’s monthly American Express statement.
Collects, sorts, and distributes incoming mail from the Chief’s mailbox.
Enters online calendar reservations on the Teamup Calendar.
Manages, approves, and is accountable for time and attendance for all civilian personnel.
Knowledge, Skills and Abilities:
Comprehensive knowledge of office administration, executive support functions, and administrative management practices.
Knowledge of municipal government organization, functions, procedures, and intergovernmental operations, including an understanding of how departments, boards, commissions, and outside agencies interact.
Comprehensive knowledge of police department infrastructure, policies, procedures, and executive‑level operations.
Knowledge of operational, fiscal, and administrative analysis techniques, including the ability to compile, review, and interpret data and reports.
Strong written and verbal communication skills, including advanced knowledge of English grammar, spelling, punctuation, and professional correspondence standards.
Strong technology skills, including the ability to use office productivity software, manage electronic records systems, and adapt to new technologies.
Ability to assemble, organize, analyze, and present data and information in clear, accurate, and professional reports.
Ability to communicate clearly, concisely, and professionally with command staff, Town officials, elected officials, employees, outside agencies, and the public.
Ability to efficiently schedule, coordinate, and manage meetings, events, calendars, and competing priorities in a fast‑paced executive environment.
Ability to establish, maintain, and control complex, restricted, and confidential filing and records systems.
Ability to interpret, apply, and ensure compliance with administrative, departmental, municipal, and legal policies, rules, and regulations.
Demonstrated ability to exercise sound judgment, discretion, and independent decision‑making within the framework of departmental policies.
Ability to maintain the highest level of confidentiality and handle sensitive information with integrity and professionalism.
Ability to prioritize issues, assess urgency, and ensure the Chief of Police is informed of critical or time‑sensitive matters.
Ability to take accurate and complex dictation and prepare precise written materials.
Ability to train, guide, and provide lead work direction to clerical and administrative staff.
Ability to troubleshoot administrative, procedural, and operational issues and respond effectively to inquiries and requests.
Ability to work independently with minimal supervision while managing multiple assignments and deadlines.
Ability to work collaboratively with internal and external partners and manage the flow of information to executive leadership.
Strong interpersonal skills, including the ability to build effective working relationships with individuals from diverse backgrounds.
Supervisory ability, including task delegation, oversight, and coordination of administrative staff.
Minimum Qualifications: Graduation from high school or possession of a General Educational Development (GED) certificate, along with five (5) years of progressively responsible experience beyond the routine clerical level in office support or secretarial work. At least one (1) year of this experience must have been at the administrative assistant level or in an equivalent role. College coursework in secretarial, administrative studies, and/or criminal justice may be substituted for experience at the rate of fifteen (15) semester hours equaling one‑half (½) year of experience, to a maximum substitution of two (2) years. An Associate’s degree is preferred.
Working Conditions, Physical and Mental Requirements: Incumbents in this class must have adequate physical strength, stamina, physical agility and visual and auditory acuity, and must maintain such physical fitness as to be able to perform the duties of the class. Incumbents in this class work in an office setting that is subject to frequent interruptions, substantial contact with the public and exposure to video display monitors on a daily basis. A physical examination may be required.
#J-18808-Ljbffr