Administrative Assistant – Command Staff

General Purpose

This position is responsible for providing administrative support to the Command Staff of the Burlington Police Department, to include the Chief of Police, the Deputy Chiefs, the Executive Manager, and the Assistant Director of CAIP (Crisis, Advocacy, Intervention Programs). The assistant’s responsibilities focus on administrative functions, encompassing document control, processing and retrieval of highly confidential information including, but not limited to, information relating to collective bargaining, personnel paperwork, and budgetary matters. This position has extensive interaction with the public.

Union Affiliation: Non-Union
Pay Grade 15: $26.89 – $29.97 Hourly

Essential Job Functions

• Provide administrative support for Commission meetings as needed, and other public boards, committees and events. This support includes, but is not limited to, compile and prepare agendas schedule meetings and meeting space warn meetings record, transcribe and distribute minutes assure follow-through to meeting issues maintain records and files assist in developing and disseminating outreach materials, publicity and signage plans facilitate communication with other City Departments with direction from the Executive Manager.
• Answer telephone, screen calls, refer calls, and take messages for the Command Staff.
• Provide sophisticated calendar management for the Command Staff to optimize time management. Coordinate meetings and prioritize conflicting needs and requests while troubleshooting conflicts make judgements and recommendations to ensure smooth day-to-day engagements.
• Prioritize, organize, and delegate a variety of administrative tasks practices and policies, and general office procedures collecting, opening, reviewing and distributing mail for the Department.
• Provide administrative support to the Command Staff
• Ensure all paperwork, applications, backup and required documents are received for new employees
• Create and maintain complex and confidential personnel, performance, and medical files and records maintain filing system of resigned, terminated, and retired employees assist with ID cards, Retired IDs and LEOSA cards.
• Process authorizations to release personnel files or records for employment matters, inquiries, or employment verifications.
• Schedule supervisor’s appointments with Command Staff, employing discretion in committing time, or refer callers to appropriate source of information or service.
• Manage and maintain conference rooms schedules for both internal and external use. Collect and meter outgoing mail, and collect, sort and distribute all incoming department mail at least once daily.
• Facilitate the scheduling of virtual meeting requests for the entire department and provide meeting access links as needed.
• Maintain confidential information regarding departmental matters record actions to be taken on sensitive matters release information to authorize parties and outside sources as directed using diplomacy, tact and solid judgement.
• Draft a variety of correspondence, memos, self-composed letters, minutes, reports, agendas and other confidential documents. Assemble materials and coordinate office functions to meet deadlines.
• Coordinate time, location and participant arrangements for meetings arrange travel and accommodations as required for the Command Staff.
• Plan, coordinate, and execute Department events
• Provide information on Departmental policies and procedures to the public
• Send correspondence to Department members and the public via number of electronic and Internet means.
• Verify, update and/or maintain records. Update spreadsheets with current and accurate information.
• Perform a variety of administrative duties in support of the department’s functions.

• Performs other duties as required.

Qualifications/Basic Job Requirements

• Ability to actively support City diversity, equity, and cultural competency efforts within stated job responsibilities and work effectively across diverse cultures and constituencies.
• Demonstrated commitment to diversity, equity and inclusion as evidenced by ongoing trainings and professional development.
• Completion of Bachelor’s Degree and two years experience or an Associate’s Degree and three years experience or a high school diploma or equivalent and five years experience in an office environment as an Executive Administrator required.
• Demonstrated knowledge of departmental policies, procedures and legal requirements preferred.
• Ability to manage and implement police administration projects of moderate complexity.
• Ability to issue accurate and concise statements in written and oral form to the press and the public
• Ability to learn specific laws, ordinances, codes and regulations applicable to the operations of assigned department.
• Ability to research records pertaining to City Council and other documents related to City business.
• Demonstrated advanced working knowledge of multiple software office products, including Microsoft word and excel, access, Power point and specifically Dreamweaver preferred.
• Ability to plan, develop and implement office procedures and make decisions on priority and scheduling of work.
• Ability to work in a team environment, while also being self-directed.
• Regular attendance is necessary and is essential to meeting the expectations of the job functions.
• Ability to understand and comply with City standards, safety rules and personnel policies.
• Ability to adapt to changing job duties and be able to multi-task.
• Ability to assume administrative responsibility and carry out tasks with minimal instruction.
• Ability to plan, organize and coordinate workload.
• Ability to display excellent verbal and written communication skills.
• Ability to interact well with the public.
• Ability to work evenings, weekends, special events, and holidays as required.
• Upon conditional offer of employment, candidate must successfully complete a background check.

Additional Information

Promoting a culture that reveres diversity and equity

The City of Burlington is proud to be an equal opportunity employer, and we are strongly committed to creating a dynamic and equitable work-force that mirrors the population and world that we serve. We do not discriminate on the basis of political or religious affiliation, race, color, national origin, place of birth, ancestry, age, sex, sexual orientation, gender identity, marital status, crime victim status, veteran status, disability, HIV positive status, or genetic information in employment or the provision of services.

In addition to being an equal opportunity employer we actively encourage applicants who can contribute to our growing diversity to apply.

Applications for our employment opportunities are only accepted online through our Government Jobs website.

For accessibility information or alternative formats, please contact Human Resources Department at 802-540-3057 or careers@burlingtonvt.gov.

• Medical/Dental Insurance Coverage
• Prescription Drug Coverage
• Flexible Spending Programs
• Short-Term Disability Insurance
• Paid Leave (Sick and Vacation)
• Pension Plan
• Contributory Retirement Plan
• Life Insurance
• Discounted Gym Memberships
• Free Yoga Membership to Sangha Studios (Burlington, Williston &amp online)
• Tuition Discounts for Champlain College TruEd
• Employee Assistance Program
• Working Bridges Program
• Wellness Bonus Incentives Program
• Local &amp National Store Discounts
• Subsidized Transportation Options
• Qualifying employer for Public Service Loan Forgiveness