Confidential Executive Assistant

Posted until filled, first review of applicants on October 1, 2025.

A thorough and complete law enforcement background check, including polygraph, is required for this position.  
_____________________________________ 

This position provides complex and confidential executive-level administrative support to the Police Chief, Assistant Police Chief and Division Commanders. This position reports directly to the Police Chief.

The nature of the work performed by this class is highly confidential and follows established procedures and general directions; incumbents operate independently, applying established policies and alternatives to make routine judgments and decisions.

Other duties may be assigned as needed.

1. Acts as department liaison on behalf of the Chief when dealing with the public and other agencies, inquiring as to manner and urgency of business; answers questions and handles general problems as appropriate, exercising discretion as to information released to various parties.
2. Maintains responsibilities for public disclosure requests (PDRs), Criminal Justice Information Systems (CJIS) compliance, and state records retention laws related to materials that pass through the Office of the Chief.
3. Maintains the Chief’s calendar, organizes meetings, and arranges travel for the Police Chief.  Answers and screens the Chief’s phone line and incoming mail, directing inquiries as appropriate.
4. Transcribes audio and/or video recordings of confidential interviews and other media for the Professional Standards Unit.
5. Processes, updates, and maintains confidential records pertaining to internal investigations, review boards, and personnel files; processes and transfers confidential and administrative records to archives.
6. Composes and/or takes dictation, transcribes, types, reviews, and proofreads various correspondence, memoranda, reports, contracts, legal documents, meeting minutes, and other documents.
7. Prepares the police department’s accounts payable for processing by the finance department.  Reconciles police department purchasing cards for command staff and other members of the department.
8. Completes federal, state, and local grant applications and mandatory reporting.  Performs research to locate notices of funding availability and sources of grant opportunity.
9. Compiles and assembles information into reports for presentations for the command staff, as well as appointed and elected officials.
10. Analyzes the police department budget, overtime hours, and patrol activities, and provides monthly analysis reports on each to the command staff.
11. Coordinates meeting logistics and meeting support, including reserving space, contacting participants, preparing agendas, taking minutes, and handling follow-up procedures.
12. Plans, organizes, and maintains comprehensive and confidential police departmental records and information systems; removes and destroys records according to legal retention requirements.
13. Orders office supplies and special equipment/uniforms for the department.
14. Provides mentorship and training to other administrative roles within the department, as needed.
15. Performs other duties that may be assigned, as needed.

A combination of the experience, education, and training listed below which provides an equivalent background to perform the work of this position.

Experience:  

• Four years of experience as an executive level administrative assistant.  
• Experience in a public safety environment or in previous roles handling highly confidential and legally sensitive materials preferred.
• Previous grant writing experience preferred.

 Education and Training:

• High school diploma or GED.   
• Associate’s degree with legal, administration or secretarial science coursework preferred.

 Licenses or Certificates:

• Must possess, or have the ability to possess within three months of hire date, a Notary Public license.
• Must possess, or have the ability to possess within one month of hire date, a Washington State Driver’s License. 

 Other:

• Must successfully pass an extensive background check.
• Must successfully pass a polygraph exam.

The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
While performing the essential functions of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear.  The employee must occasionally reach with hands and arms and stoop, kneel, crouch, or crawl.  The employee must frequently lift up to 10 pounds; occasionally lift and/or move 10 to 20 pounds.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.  There may be extended periods of screen time.

This position works in an office, and the noise level in the work environment is usually low to moderate.  This position works a regular schedule, however, incumbents will be required to work some evening or weekend hours to attend meetings or other events; and there may be occasional travel for training/meetings.

This position description generally describes the principal functions of the position and the level of knowledge and skills typically required.  It does not constitute an employment agreement between the employer and employee, and it is subject to change as the needs of the employer and the requirements of the job change.
 

Non-union