| Title: | Executive Assistant |
|---|---|
| ID: | 2026ExecAssistPolice |
| Status: | Full time |
| Department: | Police |
| Salary Range: | $66,350 to $93,447 |
| Deadline To Apply: | 05/05/2026, 2:00 P.M. |
The City of Moorhead is accepting applications for an Executive Assistant working in the Police Department. This skilled administrative support position performs intermediate work as the office coordinator for the Chief of Police’s office by serving as the executive assistant to the Chief of Police and Assistant Chief of Police providing calendar management and correspondence, assisting the public, answering the telephone, researching and managing special projects and/or programs, maintaining records and files, ensuring compliance with policies, procedures, ordinances, regulations and related work as required. Work is performed independently, and this position requires a high degree of confidentiality and independent judgement, distinguishing it from other administrative positions. This position exercises general supervision over assigned staff as needed.
HOURS: Monday-Friday, days
ESSENTIAL FUNCTIONS: The essential functions of the position include, but are not limited to the following major duties performed. Duties are listed from most to least important.
- Plans, organizes, controls and directs the operations and activities of the Chief of Police’s office; ensures smooth, timely and efficient office operations; relieves the Chief of Police and Assistant Chief of Police of administrative duties; ensures Department activities comply with established policies and regulations.
- Maintains a high level of professionalism and customer service for the Chief of Police.
- Manages the Chief of Police’s and Assistant Chief of Police’s calendars and correspondences as directed; answers and screens calls and e-mails; responds to various inquiries; provides information to citizens and employees or redirects to appropriate personnel for additional services identifies, negotiates, and/or resolves solutions to citizen complaints and problems when appropriate.
- Acts as the point of contact for agencies, businesses, and public institutions meeting or collaborating with the Chief of Police or Assistant Chief of Police.
- Maintains purchase orders and requisitions, manages and processes AP invoices as directed and responds to inquiries regarding invoices/payments.
- Assists with budget preparation and maintenance; generates reports as requested.
- Conducts a variety of special projects to investigate or resolve problems and issues as assigned.
- Collects data and develops reference documents as directed for use in management’s processing of labor union grievances and contract negotiations for the Police Department; including serves as a liaison to Human Resources regarding labor relations, grievances and negotiations.
- Arranges accommodations for special programs, events, and activities for the Police Department.
- Schedules and coordinates arrangements for meetings, appointments and travel as required.
- Processes and enters information into computerized systems; codes and verifies data; updates, edits and corrects files; produces reports for relevant departments and agencies.
- Manages and maintains confidential files, reports, statements and requests; maintains department records, retention schedules, document storage and destruction
- Orders supplies and maintains inventory.
- Seals and attests legal documents; notarizes legal documents.
- Composes, prepares, and disseminates a variety of correspondence, reports, resolutions, memoranda, calendars, guides and other material independently and requiring judgment as to content, accuracy and completeness.
- Coordinates and directs tasks/work of staff or interns as assigned.
- Performs other duties as requested.
- Attendance at off-site courses/trainings/seminars may be required.
Access to Not Public Data: This position may encounter not public data in the course of these duties. Any access to not public data should be strictly limited to accessing the data that are necessary to perform the duties. While data are being accessed, this position should take reasonable measures to ensure the not public data are not accessed by individuals without a work reason. Once the work reason to access the data is reasonably finished, this position must properly store the not public data.
Confidential Position: Collects and creates information used to develop management positions for the collective bargaining process.- Associates/Technical Degree
- Two years of related experience in providing high level executive support
- Notary Public within six months of hire
KNOWLEDGE, SKILLS, and ABILITIES:
Ability to frequently use tact, discretion, and independent judgment; knowledge of department activities and the ability to conduct independent projects; broad knowledge and understanding of department functions and the capability of relieving Police management staff of day-to-day administrative and coordinative duties; ability to use discretion and judgment in the possession of confidential information; extensive contact with the public, government officials and associates requires excellent interpersonal and customer service skills, the ability to be respectful and courteous, and the ability to establish and maintain effective working relationships; strong problem solving and decision making skills; ability to plan and organize a variety of administrative and support activities; ability to work independently; ability to communicate effectively, both orally or in writing; ability to operate standard office equipment and applicable software packages; ability to take and transcribe dictation at a reasonable rate of speed.
PHYSICAL REQUIREMENTS and WORKING CONDITIONS:
This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, frequently requires speaking or hearing and using hands to finger, handle or feel and occasionally requires standing, walking, reaching with hands and arms, pushing or pulling, lifting and repetitive motions; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines, operating motor vehicles or equipment and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).
The city provides a competitive benefits package, including medical, dental, life, flex spending plan, HSA, generous paid time off plans, including ESST and 11 paid holidays, MN Public Employees Retirement Association (PERA) pension, deferred compensation plan, continuing education and more. Visit our benefit page for additional information.
The City of Moorhead is an equal opportunity employer.
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