PIO / Executive Assistant

City of Takoma Park, MD Class Specification

CLASS TITLE: PIO / Executive Assistant
DEPARTMENT: Police
REPORTS TO: Police Chief
FLSA STATUS: E
SALARY GRADE: 31
EEO CODE: 6
DATE: 04/2009
PDF Download Available PDF icon with link

JOB SUMMARY AND DISTINGUISHING FEATURES OF THE WORK

Under general supervision, acts as the Public Information Officer for department. Prepares press releases, community advisories, community alerts and community information packets. Provides administrative assistance to the Police Chief for various tasks, projects, meetings, and reports. Assists other department staff with various requests, inquiries or problems.

CORE COMPETENCIES

Customer Service

Handles customer questions and complaints, communicates with customers, handles service problems politely and efficiently, always available for customers, follows procedure to solve customer problems, understands all City services, maintains pleasant and professional image. Anticipates, monitors and meets the needs of internal and external customers and responds to them in an appropriate manner. Continually seeks to provide the highest quality service to all customers. Listens carefully when dealing with the public and communicates concern through tone of voice and by taking action to solve their problems in a timely manner. Follows up in a timely fashion on requests for service filed through ACTion. Complies with the City’s Customer Service Policy, including 24-hour response time for telephone calls and e-mails. Explains departmental and City issues to the  public in a manner that demonstrates interest and concern for their problems. Listens well, diffuses conflict before it starts, finds causes of and solutions to problems, handles difficult people.

Communication

Communicates well both verbally and in writing when required, creates accurate and punctual reports, delivers presentations, shares information and ideas with others, has good listening skills. Effectively conveys information and expresses thoughts and facts. Demonstrates effective use of listening skills and displays openness to other people’s ideas and thoughts. Keeps key employees informed regarding relevant information. Shares information with other members of the team to foster teamwork and to further attainment of the City’s goals. Written and oral information is presented in a manner that projects a positive and professional image of the City.

Reports problems, concerns, issues that should be corrected. Readily shares information and ensures that team members are kept informed and up-to-date. Establishes team and individual accountability for goals, objectives and outcomes. Intervenes as necessary to identify and resolve conflict among team members. Makes conscious and deliberate efforts to build team spirit and identity.

Job Knowledge

Understands duties and responsibilities, has necessary technical skills, understands the City’s mission/values, keeps job knowledge current. Demonstrates the appropriate level of proficiency in the principles and practices of one’s field or profession. Demonstrates a commitment to continuous improvement, including the understanding and application of technology where appropriate. Operates within the organization's formal and informal structures, builds allies and relationships across departments, uses allies to build consensus and create results, is appropriately diplomatic, understands others' roles and perspectives, can sell projects and ideas across the organization. Adapts to change, is open to new ideas, takes on new responsibilities, handles pressure, adjusts plans to meet changing needs. Prioritizes well and reacts to opportunities. Is attentive to detail and accuracy, is committed to excellence, looks for improvements continuously, monitors quality levels, finds root cause of quality problems, owns/acts on quality problems.

ROLE COMPETENCIES

Initiative

Tackles problems and takes independent action, seeks out new responsibilities, acts on opportunities, generates new ideas, practices self-development.

Problem Solving/Analysis

Breaks down problems into smaller components, understands underlying issues, can simplify and process complex issues, understands the difference between critical details and unimportant facts.

Results Focus

Targets and achieves results, sets challenging goals, prioritizes tasks, overcomes obstacles, accepts accountability, sets team standards and responsibilities, provides leadership/motivation.

Decision Making/Judgment

Recognizes problems and responds, systematically gathers information, sorts through complex issues, seeks input from others, addresses root cause of issues, makes timely decisions, can make difficult decisions, uses consensus when possible, communicates decisions to others. Knows when to notify and/or involve the department head or the City Manager prior to making a decision.

Teamwork

Meets all team deadlines and responsibilities, listens to others and values opinions, helps team leader to meet goals, welcomes newcomers and promotes a team atmosphere.

ESSENTIAL JOB FUNCTIONS

Serves as Public Information Officer for the Police Department being on-call 24 hours a day.

Prepares written and oral press releases, community advisories, community alerts and community information packets.

Works with media for press-related criminal incidents and/or public safety concerns.

Organizes and implements overall plan for media and community relations program.

Prepares informational reference materials for media interviews.

Assists in preparing, prioritizing, and monitoring accounts receivable and department budget.

Serves on panels to interview candidates for new employee vacancies.

Creates weekly newsletter for in-house dissemination.

Maintains sworn personnel, First Report of Injury, and Worker’s Compensation files.

Tracks employee evaluation deadlines.

Attends various internal and external meetings; type and distribute agenda, take minutes, and make copies.

Assists Chief in redeveloping Safety Contacts and Citizen Patrol Plan.

Assists Communications Office with the Police Department website.

Assists the Crime Analyst with Weekly Crime Summary.

Compiles information for weekly status and information report for Mayor and City Council.

Makes travel arrangements for Police Chief.

Writes and edit articles for Takoma Voice Newsletter. Coordinate interviews and tapings for “Chief Speaks Out” local TV segment.

Assists in Promotion Process by assigning deadlines, collecting applications, preparing written and oral questions, coordinating the interview process. Plan promotion ceremony.

Assists in Officer Awards Ceremony and serve on Awards Committee.

Drafts letters of Cross Guards complaints of reckless drivers.

Assists Criminal Investigations Division and/or Tactical Enforcement Unit on search warrants by logging evidence.

Visits crime scenes and autopsy.

Prepares and maintain the Police Chief’s General Orders manual.

Maintains the Police Chief’s calendar.

Prepares Personnel Action Forms and Personnel Orders for changes.

Receives, opens, date stamps, sorts and distributes the Police Chief’s mail.

Orders various office supplies as needed.

Assists in holiday initiatives by attending safety seminars and preparing media information.

Maintains the Police Chief’s database and Police Team Roster.

Assists the Police Chief with writing speeches.

Active Notary Public.

Plans and coordinates special events to improve community relations.

Receives and greets all visitors including vendors, clients, job candidates, customers and other visitors having business with department; assists, provides instructions or directs to other departments if appropriate.

Performs basic office and clerical duties such as making copies, sending and receiving faxes; distributing faxes to appropriate staff/department, and obtaining signatures on documents as needed.

Enters various information into database(s) related to department functions or activities; updates database(s) as needed.

Organizes and maintains various filing systems and manuals.

Generates purchase orders, to include: preparing requisitions and invoices; requesting forms for vendors; coordinating orders; receiving and reconciling shipments with purchase orders; ordering and maintaining supplies; maintaining vendor files; coordinating equipment maintenance and repairs; and copying, sorting and/or filing information.

Coordinates and schedules appointments, meetings, or reservations at the request of staff; prepares the location, photocopies materials and prepares agendas.

Maintains inventory of department supplies.

Formats and types letters, memos, forms, labels, agendas, notices, reports, requests for proposals, news releases, contracts or other correspondence and proofs correspondence and related documents of staff.

Operates and performs routine maintenance of general office machines such as copiers, facsimile machines, and telephone systems.

Performs accounting functions which may include: receiving payments, preparing invoices, completing timesheets, processing expense reports, managing petty cash, forwarding invoices to accounting for payment, reconciling bank statements and department accounts, preparing check requests.

Prepares complex, routine and non-routine reports; receives, sorts, and summarizes material for the preparation of reports; prepares work reports.

Completes special projects as assigned by supervisor in support of department goals.

Assists in the formulation of the budget, including: preparing forms; typing, calculating, and coordinating completion of budget; maintaining/tracking budget accounts/records throughout year; balancing and reconciling budget; preparing quarterly financial reports; and processing invoices.

IMPORTANT JOB FUNCTIONS

Performs other related duties as assigned.

MATERIAL AND EQUIPMENT USED

  • Computer
  • General Office Equipment

MINIMUM QUALIFICATIONS REQUIRED

Education and Experience

High school diploma or equivalent; and,

Two to four years of progressively responsible administrative experience; or,

Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Licenses and Certifications

None Required

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

Record keeping, report preparation, filing methods and records management techniques.

Office administrative and secretarial practices and procedures, such as business letter writing and the operation of standard office equipment, including a computer.

Correct English usage, including spelling, grammar, punctuation, and vocabulary.

Basic budgetary principles and practices.

Principles and practices of basic accounting.

Department organization, standard operating guidelines and policies, rules, and regulations.

All computer applications and hardware related to performance of the essential functions of the job.

Skill in:

Preparing clear and concise reports, correspondence and other written materials.

Communicating orally and in writing with internal staff, clients, the general public, and other departmental staff in order to give and receive information in a courteous manner.

Operation and routine maintenance of general office machines such as copiers, facsimile machines (FAX), and telephone systems.

Using a computer to accurately and rapidly enter and retrieve data and information.

Operating and maintaining all assigned equipment required to perform the essential functions of the job.

Mental and Physical Abilities

Ability to establish and maintain effective working relationships with a variety of people.

Ability to read and comprehend instructions, routine correspondence and memos.

Ability to understand and carry out oral and written instructions.

While performing the essential functions of this job the employee is frequently required to stand; walk; sit; use hands to finger, handle, feel or keyboard; speak and hear; lift and/or move up to 20 pounds.

Working Conditions

Work is performed in a normal office environment with little exposure to outdoor temperatures or dirt and dust.

The incumbent's working conditions are typically moderately quiet.

file: PIO /Executive Assistant

This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.