Nampa - Executive Assistant

POSITION SUMMARY:

The Administrative Executive serves as a critical financial and operational anchor for the Police Department. This role is responsible for the meticulous management of the department’s fiscal operations, ranging from complex grant administration and budget preparation to the oversight of special investigative funds.

The ideal candidate acts as a high-level steward of public resources, ensuring that officer payroll, overtime billing, and departmental expenditures are handled with precision and in strict compliance with city, state, and federal policies and legal mandates. This position requires a blend of financial acumen, organizational expertise, and the ability to provide transparent documentation for annual city audits.

Responsibilities also include administrative support to key department personnel as assigned; schedules meetings and performs other related duties as assigned; prepares reports and presentations and responds to correspondence.

ESSENTIAL FUNCTIONS:

• Grant administrator and manager:
  • Manages grants applications.
  • Provides timely reporting to grant providers as required per the respective grant.
  • Researches grants for both staffing and equipment needs.
  • Recommends funding sources for capital, personnel, and special projects.
• Fund management:
  
  • Manages accounts for both State Seizure and Equitable Share funds.
  • Prepares financial records and tracks spending for annual auditing.
  • Disperses funds as requested by Special Investigations.
  • Prepares reports for Finance and Administration review.
• Timekeeping administrator:
  
  • Administrator for department timekeeping system. Verifies accuracy of timesheet reporting to city payroll.
  • Manages the scheduling system for the agency and troubleshoots system issues.
  • Runs administrative reports on time management.
  • Uploads time into finance system for payment.
• Attends public relations functions with leaders as necessary and provides assistance as needed with regards to organization.
• Creates, edits, reviews, and works with staff and directors on City Council items.
• Budget management:
  
  • Compiles information and creates department budget.
  • Analyzes information on previous year expenses for accurate budget development.
  • Manages expenditures throughout the budget year with a mindset of stewardship.
  • Attends budget meetings to assist with budget presentations for city finance, city council and the Mayor’s office.
  • Tracks projections, adjustments, and changes for future budgets.
  • Prepares budget reports for review.
• Interprets and applies departmental or office rules, policies, and regulations in accordance with prescribed procedures and guidelines.
• Assists in preparing letters, reports, statements, contracts, memoranda, notices, budgets, financial and statistical tables, requisitions, and other related materials, including confidential correspondences and reports.
• Assists the other members of the police department finance team with the completion of their duties during times of absence, vacancy, increased workload, or as needed.
• Gathers, assembles, updates, distributes and/or files a variety of information, forms, records, and data as requested using traditional filing systems or databases as necessary.
• Copies, packages, and distributes a variety of written materials as requested by other designated office personnel.
• Keeps the direct supervisor and leaders accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems.

ADDITIONAL FUNCTIONS:

• Reconciles purchase cards.
• Learns and possesses comprehensive knowledge of the department.
• May assist with responding to public records requests or prepare various ad hoc reports for leadership or benefits reporting.
• May be involved in coordinating and scheduling recurring committee meetings including securing space, ensuring accurate documentation of discussions and action items, follow-ups of required materials and serving as a liaison between city leadershipsand committee members.
• May assist in coordinating communication/meetings between department directors and support special projects as assigned by the mayor’s office including city goal reporting and development of Standard Operating Procedures (SOPs).
• May be involved planning/coordinating events, such as department appreciation, retirements, recognition ceremonies, and holiday celebrations.
• May perform other related duties as assigned.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

• Fluent in English, with exceptional technical writing skills.
• Thorough knowledge of modern office procedures, practices and equipment including filing systems; bookkeeping; policies, regulations, and procedures applicable to the position.
• Knowledge of computer applications including Excel, Word, Adobe, PowerPoint, and other related software.
• Demonstrate a high degree of professionalism in all areas (communication, approach, style); understanding what it means to represent the Police Department.
• Must possess excellent communication and coordination skills through multiple channels to facilitate follow through to completion.
• Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities.
• Ability to understand and follow oral and/or written policies, procedures, and instructions, use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions, and prepare and present accurate and reliable reports containing findings and recommendations.
• Strong organizational skills.
• Detail-oriented to create and maintain office procedures, file documents physically and electronically, organize calendars.
• Ability to communicate effectively verbally and in writing, including in front of audiences.
• Ability to maintain confidentiality, tact, and diplomacy.
• Ability to adapt and learn quickly to work effectively under pressure and with short timelines/competing demands.
• Ability to have good organizational skills, organize own work, set priorities, and meet critical deadlines, deal with many priorities that change frequently, and work under very little supervision.
• Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.
• Ability to work effectively in public works and across multiple divisions/cultures.
• Ability to partner at all levels of the organization internally and externally.
• Ability to work as a member of a team to accomplish department goals.
• Ability to make sound judgments and draw valid conclusions.
• Ability to maintain effective working relationships.
• All applicants must be able to successfully pass City of Nampa background check processes and drug testing, which may include reference checks, criminal history checks, driving record checks, and pre-employment, random, and post-accident drug tests.

WORK ENVIRONMENT:

• Work is performed primarily in an office environment and the employee in this class is
  subject to inside environmental conditions.

ESSENTIAL PHYSICAL ABILITIES:

• Finger Dexterity: Sufficient finger or manual dexterity with or without reasonable accommodation to enable the employee to operate a personal computer, telephone and related equipment and use primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.
• Speech: Sufficient clarity of speech or other communication ability with or without reasonable accommodation to enable the employee to communicate effectively and convey detailed or important instructions or ideas accurately, loudly, or quickly.
• Hearing: Sufficient clarity of hearing with or without reasonable accommodation to enable the employee to hear average or normal conversations and receive ordinary information.
• Visual Abilities: Sufficient visual acuity or other power of observation with or without reasonable accommodation to enable the employee to review a wide variety of materials in electronic or hard copy form and perform activities such as viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection).
• Physical Strength & Personal Mobility: Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, to permit the employee to maneuver and function in and around an office environment. Sedentary work; sitting most of the time. Exerts up to 20 lbs. of force occasionally.

REASONABLE ACCOMMODATION STATEMENT:

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. A reasonable accommodation may be made to help enable qualified individuals with disabilities to perform the essential functions.

DISCLAIMER:

The City has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the City reserves the right to change this job description and/or assign tasks for the employee to perform, as the City may deem
appropriate.