Executive Assistant Office of The Chief of Police

Long Description

Executive Assistant to the Office of the Chief of Police.pdf

Summary

Provide senior-level strategic executive administrative support and coordination, with primary responsibility for supporting the Deputy Chiefs of Police, while contributing to the broader needs of the Executive Leadership Team (ELT). In addition, this role provides supplementary support to senior leadership positions within the Office of the Chief of Police, including Directors, Inspectors, and Managers.

You Will:

• Communicate and liaise with individuals both internally and externally; ensure issues of a confidential and/or sensitive nature are handled with the required tact and discretion.

• Draft written correspondence on behalf of the ELT for all levels of government and the general public.

• Manage complex and dynamic calendar requirements

• Support various committees, management meetings, and project teams by preparing agendas and distributing supporting materials in advance; oversee all meeting logistics, complete accurate meeting minutes, coordinate post‑meeting follow‑up, and distribute materials, ensuring action items are clearly identified, tracked, and progressed to completion.

• Coordinate Ontario Association of Chiefs of Police (OACP), Canadian Association of Chiefs of Police (CACP), and International Association of Chiefs of Police (IACP) committee meetings; draft and distribute highly confidential correspondence for OACP/CACP/IACP committees on behalf of the Chief and/or Deputy Chiefs; 

• Arrange, under the direction of the ELT and/or the Executive Coordinator, travel; sources and books suitable transportation and accommodations and completes all required event registrations.

• Coordinate catering and logistics for WRPS-hosted committees, conferences, and events

• Track and follow through on requests from the Executive Coordinator and liaise with Senior Leaders to follow up on any requests for information 

• Assist in supporting special projects as assigned by the ELT; undertakes data collection/research, analysis and summary reporting on items requested; queries Niche RMS, CPIC, and PARIS to gather information for the ELT as needed.

• Assist with the preparation of materials, the facilitation of quarterly training for all WRPS Administrative Assistants and the onboarding of new Administrative Assistants.

• Complete the reconciliation of all expenditures and the preparation of the ELT’s purchase cards for review by the appropriate approver.

• Sort, review and deliver mail to the Office of the Chief of Police.

• Maintain an incoming and outgoing external correspondence tracking system.

• Develop and maintain the records tracking system to ensure organizational information is readily available.

• Manage and track records for off-site storage in accordance with the Retention Procedure for the Office of the Chief of Police and Strategic Services.

• Assist the Office of the Chief of Police members to collect background information from various sources 

• Coordinate the posting of Standing Orders and Information Bulletins to the Service;

• Maintain a reference index file of Standing Orders, Information Bulletins, legislative changes and directives.

• Assist the Executive Officer with the preparation, organization and set-up of Chief of Police events.

• Make arrangements for ELT vehicles to go in for repairs, routine maintenance and biannual cleanings.

• Contact service providers for assistance with office equipment.

• Provide, in the absence of the Executive Coordinator, executive administrative support to the Chief of Police, 

• Prepare Annual Budget on behalf of the Deputy Chiefs, and monitor expenditures throughout the fiscal year 

• Compile information and draft reports to the Police Services Board using e-Scribe.

• Input attendance-related changes and complete approvals within the HXM attendance management system

• Support the timely completion of the Annual Duty Officer schedule.

• Perform other related duties as assigned.

You Have:

• Comprehensive knowledge of business, administrative, organizational and office processes and procedures normally acquired through the successful completion of two-year college diploma in Office Administration or Business Administration, or a related field.


• Minimum three (3) years of progressively responsible administrative experience within the public sector or police service is required, with a minimum of one (1) year of administrative experience at the senior level.


• Acquired comprehensive knowledge of WRPS policies, practices and procedures, organizational structure, branches, administrative functions and related paper flow processes.


• Acquired knowledge of police records filing, keeping, storage and query methods, the judicial system, terminology and related police and community service provider agencies required to refer callers.


• Acquired knowledge of police computer networks and systems such as Niche RMS, Canadian Police Information Centre (CPIC) system and the Ministry of Transportation Ontario Police Automated Registration Information System (PARIS) to perform queries and locate information.


• Knowledge of police services, municipal operations, regional government structures and associated policies, procedures and protocols is considered an asset.


• Demonstrated experience planning, scheduling and coordinating logistics for meetings, events of varying size and scope and associated travel and/or accommodations.


• Excellent writing, proofreading and attention to detail skills required to ensure correspondence and documentation are written accurately, professionally and in a timely manner.


• Strong communication, negotiation and interpersonal skills to exchange sensitive and highly confidential information appropriately and defuse unpleasant or difficult interactions.


• Excellent time management and organizational skills; ability to prioritize multiple initiatives and re-adjust priorities in a fast-paced environment.


• Leadership and human relations skills to provide guidance to and assist in conducting training sessions for WRPS Administrative Assistants.


• Experience working with Microsoft Office, including Word, Excel, Outlook, PowerPoint, Teams and Access.


• Knowledge of Adequacy Standards, related statutes from the Solicitor General’s Office and related federal and provincial legislation.


• Acquired comprehensive knowledge of WRPS policies, practices and procedures, organizational structure, branches, administrative functions and related paper flow processes.


• Acquired knowledge of police records filing keeping, storage and query methods, the judicial system, terminology and related police and community service provider agencies required to refer callers.


• Acquired knowledge of police computer networks and systems such as Niche RMS, Canadian Police Information Centre (CPIC) system and the Ministry of Transportation Ontario Police Automated Registration Information System (PARIS) to perform queries and locate information.


• A valid Class “G” Driver’s license with no more than six (6) demerit points required to travel within and outside of the Region.

You Are:

• Able to anticipate and respond to the administrative and organizational needs of the ELT.


• Able to develop productive relationships with members at all levels of the organization and provide assistance to external volunteers, community agencies, media and the general public while displaying good judgment and sound decision-making skills.


• Able to meet police security clearance requirements and to maintain confidentiality.


• Able to participate as an effective team member and to support and project values compatible with the organization.