Date of Posting: Monday, June 24, 2024
Job Title: Confidential Assistant to the Chief of Police (Administrative Assistant Classification)
Department: Lynn Police Department
Work Hours: Monday-Friday 8:30AM-4PM
Union Eligible: No
Salary/Hourly
$81,031.66-$101,289.58 (Salary determined by educational attainment per collective bargaining agreement. Rates posted July 1, 2024.)
Overview:
The City of Lynn seeks a highly efficient, organized, detail-oriented, versatile, multitasking leader with a strong sense of discretion to serve as the Confidential Assistant to the Chief of the Lynn Police Department. The Confidential Assistant will report directly to the Chief, serve as the Chief’s primary administrative assistant, and provide oversight for the department’s non-sworn administrative personnel.
Duties & Responsibilities:
Administrative Support
• Assists Chief as requested with regard to day-to-day operations of the Lynn Police Department performed through the Chief’s Office.
• Acts as confidential secretary to the Chief including the preparation of any and all related correspondence and performs administrative functions as assigned by the Chief.
• Responsible for designated administrative functions; often involving highly-sensitive matters resulting from internal and external police investigations.
• Attends regular staff meetings with the Chief, Deputy Chiefs and designated personnel to take minutes and maintain a record for future reference.
Budget Management
• Responsible for constructing, coordinating, and monitoring the complex payroll and expense budget for the Lynn Police Department with a current level of 200 sworn and non-sworn employees.
• Is responsible for the ongoing management of the Police Department budget including preparing, updating and disseminating weekly budget reports for the Chief and Deputy Chiefs, and the reallocation of funds within the budget accounts to ensure proper utilization of the department’s resources necessitated by the implementation of supplemental budgets, grant awards and deposits of reimbursement funding throughout the fiscal year.
• Prepares internal and external related financial reports for presentation to the Chief.
• Prepares all budget-related materials for the presentation and explanation of the Lynn Police Department budget in all appropriate forums (including Lynn City Council Budget Hearings and monthly internal meetings).
• Works with the Lynn Police Department Payroll Coordinator in the preparation of a variety of sworn and non-sworn employee payroll materials.
• Processes all other financial requests, reports, and adjustments as requested from the Chief and or Deputy Chiefs.
Supervision
• Responsible for managing the Lynn Police Department Clerical Support Staff (currently numbering 12) who perform a variety of functions throughout the department
• Responsible for directing the activity of the Lynn Police Department Billing Coordinator on requests for purchases, requisitions and bills relative to available funding.
• Participates in disciplinary matters involving clerical employees including grievance meetings with recommendations to the Chief and or Deputy Chief of Administration on Step 2 grievances for clerical personnel.
• Advises and consults in assisting in the development of policies and job functions relating to the effective utilization of clerical personnel in the Lynn Police Department
• Must become familiar with the Collective Bargaining Agreements in effect for all non-sworn personnel.
Other
• Conducts interviews, evaluates and recommends candidates for new hiring of non-sworn positions.
• Other duties as assigned by the Chief of Police or his designee.
Qualifications:
• Bachelor’s Degree in Business Administration, Communications, Management or a related field from an accredited College or University preferred. Equivalent professional experience and education will be considered in lieu of a degree.
• An understanding of the municipal budget and purchasing processes including preparation and ongoing management of payroll and expense budgets.
• Familiarity with grant funding cycles and reporting processes
• Prior experience and demonstrated skill in written communications
• Knowledge of routine police practices and procedures a plus.
• Ability to analyze data and verify information.
• Ability to read, analyze, and interpret budget reports, collective bargaining agreements, or governmental regulations.
• Ability to write reports, professional correspondence, internal memorandums and other relevant communications.
• Ability to read and interpret documents and financial reports.
• Ability to effectively present information and respond to questions.
• Proficient to excellent capabilities in the Microsoft Office suite (Word, Excel and Outlook)
• Prior experience using MUNIS (A Tyler Technology product) a plus.
• A suitable candidate is expected to maintain a high level of discretion with regarding to knowledge of sensitive information associated with the job position.
How To Apply
A completed application, including cover letter, can be submitted via:
- Email ([email protected])
- Regular Post
- In-Person at the Personnel Department, Room 307 in Lynn City Hall
If submitting via e-mail, please include the “JOB TITLE” in the subject line. Application review will begin after the priority date (Monday, July 8th) and will be accepted until the position is filled.
Job Title: "Confidential Assistant-LPD Chief"
CLOSING DATE: OPEN UNTIL FILLED (Priority Date: Monday, July 8th, 2024)
All applicants shall receive equal consideration and treatment in employment without regard to race, color, religion, ancestry, national origin, age, disability, sexual orientation, military status, marital status, familial status, genetic information, or any other status prohibited by law.
The City of Lynn is an Equal Opportunity Employer!
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If you have any questions about the application process or need assistance, please call (781) 586-4000 or email us at [email protected].