Executive Assistant; to Chief of Police

Primary Objective

The Bloomington Police Department is seeking an individual to ensure the effective & efficient operation of the Office of the Chief of Police by providing a high level of customer service & confidential executive support to the Chief of Police.

Embrace and contribute to the department’s Mission, Vision, and Core Value.
Mission:
To always be respectful while keeping our community safe.
Vision:
To be the most respected police department.
Core Value:
Respect – demonstrated through compassionate and honest service. The ability to further embrace the Core Value of Respect by providing Compassion, Honesty, and Service both on and off duty. Establish and maintain collaborative, positive, and professional working relationships with city staff and the public. Ability to effectively communicate ideas in English, both orally and in writing.

• Ensures the effective and efficient operation of the Office of the Chief of Police by providing a high level of direct support to the Chief of Police, which includes working directly with department and city staff, as well as the public.
• Apply strong organizational skills with a high degree of accuracy in supporting the timely flow of information and appropriate follow-up on a wide variety of daily tasks and special projects for the Chief of Police, including but not limited to
  1) daily review of emails,
  2) calendar scheduling and maintenance, and
  3) arrangement and processing needs of travel.
• Supports the Chief of Police and respective Command Staff by attending meetings, taking notes, preparing and distributing material, and tracking progress for possible follow-up, when applicable. Coordinate and attend annual Command Staff Planning Retreat.
• Apply general knowledge of the MN Government Data Practices Act and work closely with staff in providing timely responses to the public’s request for City data.
• Work closely with staff and respective public agencies in processing grants, agreements, and respective certificates of insurance through legal review to final execution.
• Draft or edit variety of correspondence and confidential documents, to include working closely with Commander of Core Values in the processing of Internal Investigations and maintaining their respective file retention.
• Respond to inquiries and requests from members of the public, organizational partners, and city staff in an accurate and professional manner.
• Work closely with Executive Assistant to Command Staff and provide backup for the following tasks in their absence:
  1) on and off-boarding of personnel,
  2) review and process daily bulletins and administrative announcements,
  3) produce an internal document for a city-wide publication to city council and staff, and
  4) coordinate and assist in internal ceremonies and programs. Maintaining rosters is a shared and on-going task.
• Gather information and produce an internal newsletter once a month.
• Reconcile City-issued P-cards for this position and the Chief of Police, safeguarding all receipts for this process. Review and approve, on behalf of the Chief of Police, purchases, funding codes, and receipts of command staff members that answer directly to the Chief of Police after their P-card has been reconciled. Once a year, provide Finance with an edited version of a department-wide P-card list that documents the holder’s first and secondary approvers and the primary fund account they fall under.
• Track and process city council agenda items for the department, meeting all city required deadlines and processes.
• Performs other related duties as apparent or assigned.

• Ability to balance competing demands and successfully prioritize tasks, including working independently with minimal supervision.
• Excellent skills in Microsoft Outlook, Word, Excel, and PowerPoint, with the ability to learn additional software programs/applications required for use by other internal city processes.
• Strong oral and written communication skills.
  • Ability to read and effectively summarize material, accurately proofread written documents, and finalize drafts for distribution.
  • Knowl…