Executive Assistant to the Police Commissioner

DUTIES & RESPONSIBILITIES:

• Working under the general supervision of the Police Commissioner and Director of Planning, Budget & Personnel and under their direction coordinates office and staff functions. Specifically, s/he will perform the following:
• Perform assigned administrative duties requiring confidentiality, enhanced customer service skills, exceptional prioritizing skills, decision-making, and knowledge of the programs and services the Cambridge Police Department provides to the community and the City of Cambridge.
• Be responsible for the efficient daily operation of the Commissioner’s Office, including preparing project status reports; preparing or processing requests, monthly reports and other reports as directed.
• Perform tasks associated with the role as Police Liaison to other Department Head’s and all other city department agencies including coordinating City Council responses, Cambridge Request System (CRS) and other coordinated projects.
• Responsible for coordination of event planning for department meetings, events and trainings.
• Provide primary administrative support to the Police Commissioner with additional administrative support to the Director of Planning, Budget and Personnel and Director of Professional Standards.
• Conduct research, fact-finding and retrieval of information on law enforcement trends, case files and other relevant special projects as well as responding to surveys.
• Maintain the Office of the Commissioner files in accordance with the Commonwealth of Massachusetts, Record Retention Schedule consisting of operations reports, correspondence, case files, union files and others as directed as well as updating and purging files accordingly.
• Answers telephones for the Office of the Commissioner, directs inquiries to appropriate departmental personnel, departments or agencies; respond to the more difficult inquiries from the public as well as assisting the Leadership Division with covering telephones when necessary.
• Compose standardized correspondence and other documents from generalized instructions from staff. Administer and facilitate general interoffice and outgoing correspondence.
• Proofread typed material for grammatical and spelling errors,as well as completeness; may also be required to transcribe meeting notes for Command Staff meetings.
• Coordinate and schedule meetings including quarterly staff trainings and command staff meetings.
• Manage and maintain Police Commissioner’s calendar and weekly attendance for the Office of the Commissioner as well as coordination of department attendance.
• Receive record and distribute daily mail as necessary.
• Work on special projects under the direction of Office of the Commissioner staff. Perform other related duties as assigned.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM REQUIREMENTS:

• Strong written and verbal communication skills; exceptional office management, organizational and interpersonal skills.
• Ability to communicate effectively and professionally with diverse population.
• Minimum three (3) years office management experience required, five (5) years preferred.
• High school diploma or equivalency required, associate’s degree in business preferred.
• Computer proficiency in Microsoft Office suite required, excellent typing skills, and ability to manage operations independently after initial work orientation.
• Ability to exercise sound judgment and negotiate priorities with multiple supervisors.
• Capacity to work effectively with supervisors.
• Ability to operate office equipment including copiers, fax and scanners.

PHYSICAL DEMANDS:

Executing multiple tasks involving keyboarding, telephones, writing, using a calculator, bending, reaching, and lifting of books and boxes of large files and documents (up to 10lbs).

WORK ENVIRONMENT:

Busy office work environment characterized by multiple work demands from department staff, a great deal of customer interaction, and the demands of an office environment such as open space and fluorescent lighting.