POSITION SUMMARY:
The Executive Assistant in the office of the Chief provides administrative support to the Chief of Police, Assistant Chief, Division Chief’s and the Office of Professional Standards. This position requires a great deal of discretion with the utmost confidentiality.
SUPERVISION EXERCISED:
Not applicable.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Disseminate and forward information, both written and verbal to the proper department/personnel. This may include requests for extra details and patrols.
- Filing and information management.
- Requires the ability to communicate/coordinate with other agencies and departments.
- Record/prepare minutes for Joint Labor Meetings and other meetings when required.
- Process paperwork and schedule Ride-Alongs.
- Process paperwork and maintain a log of Temporary Beer & Wine and/or other permits.
- Maintain personnel files for all sworn officers.
- Compose commendations, certificates, awards, and plaques.
- Extensive knowledge of the South Bend Officers Working Agreement for sworn officers.
- Extensive knowledge of the South Bend Police Duty Manual.
- Compose disciplinary letters from investigative information and reports.
- Provide documents required by City Legal Department including Access to Public Records Requests, Request for Production, Personnel Files, etc.
- Work closely with department personnel, city legal, Mayor’s office, and other city/county officials to answer questions concerning policy and procedure.
- Gather, compose, copy all documents related to the Board of Public Safety and/or Merit Board for the department including
1. Resignations
2. Promotions
3. Demotions
4. Disciplines
5. Hirings
6. Commendations
7. Monthly Statistical Information
8. Holiday schedules
9. Special Commissions
10. Other documents or requests as required
- Schedule and maintain appointment calendar for the Chief and assistant Chiefs including meetings, public appearances, receptions, speaking engagements, etc.
- Prepare/forward job postings within the Department and maintain file of applicants.
- Prepare and post temporary and permanent job transfers and assignments, including changes in personnel, shifts, and pertinent information for Notes on Bulletin, and General Orders.
- Plan, coordinate, and assist special events for the department such as the Legislative Breakfast, Annual Awards Ceremony, Blood Drive, Memorial Service, and other PD sponsored/initiated events, including but not limited to: Retirements, Key(s) to the City, BPS/Merit Board coins, etc.
- Maintain spreadsheets such as locker assignments, retired/resigned officer contact information, and off-duty employment requests and records.
- Make initial and replacement ID cards for personnel and HR218 cards for retired officers.
- Prepare daily detail for personnel assigned to the Chief’s office and have knowledge of UKG operation.
- Monitor dispatch calls for emergencies and ensures the Chief and other administrative personnel are notified or apprised of applicable, especially emergency, situations/incidents.
- Provide additional support and assistance in the efficient, effective operation of the Chief’s office.
- Provide guidance and assistance to the department Secretaries and Administrative Assistants.
- Provides [at times] guidance and oversight to the department’s financial specialists.
- Management/scheduling of multiple conference meeting areas.
- Knowledge and operation of RMS and CAD systems.
- All other duties assigned, needed, or requested.
NON-ESSENTIAL/MARGINAL FUNCTIONS:
- Assist with special or assigned projects and perform miscellaneous tasks as requested, needed, or necessary (e.g. Food Pantry, Cops-n-Goblins, National Night Out, Memorial Service, etc....).
EDUCATION / QUALIFICATIONS:
-
High School Graduate or equivalent.
- A minimum of five years executive office management skills preferred.
- Experience in working with public is essential.
-
No criminal or excessive traffic record.
KNOWLEDGE AND ABILITY:
- High level of confidentially is a must
- Must have problem-solving ability and excellent communication skills
-
Proven track record regarding the handling of confidential material.
-
Knowledge and experience using Microsoft Office Suite.
-
Knowledge of ADSi RMS/Dispatch software a plus.
CERTIFICATES, LICENSE, REGISTRATION:
-
Valid Driver’s License
-
Indiana Public Notary License
EQUIPMENT:
Computers, typewriter, land line or cellular telephone, photocopier, fax machine, radio equipment, PDA, motor vehicle.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and walk and talk or hear. The employee is occasionally required to walk; use hands to fingers, handle or feel objects, tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus.
WORK ENVIRONMENT:
Work is performed in mostly office settings, with moderate temperatures inside. The noise level in the work environment is usually quiet to moderate in the office however certain duties may expose the employee to loud noise levels. Entire office is smoke free.
DISCLAIMER:
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. The City of South Bend is an at-will employer.
REQUIRED:
Pre-Employment Drug Screen
Comprehensive Background Check
Successful completion of a Computer Voice Stress Analysis
Essential Duty: Uphold Core Values
All employees of the City of South Bend are expected to uphold and actively demonstrate the City's Core Values in their daily work, which are summarized below:
-
Excellence – Deliver high-quality service and strive for continuous improvement.
-
Accountability – Take ownership of responsibilities and outcomes.
-
Innovation – Seek creative solutions and embrace new ideas.
-
Inclusion – Promote a respectful, equitable, and welcoming environment.
-
Empowerment – Support and encourage others to grow and succeed.
This duty is fundamental to fostering a positive workplace culture and delivering exceptional public service.
These values shape our culture, inform our decisions, and inspire our work every day.
Equal Employment Opportunity & Diversity Statement
The City of South Bend is an equal opportunity employer. We do not discriminate or tolerate harassment based on race, color, religion, age, sex, national origin, disability, genetic information, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local law. Employment decisions are based on qualifications, merit, and organizational needs. We value and celebrate diversity and are committed to fostering an inclusive workplace for all employees.
