2023 Executive Assistant to The Deputy Chief of

2 weeks ago

Belleville, Canada Belleville Police Service Full time

The starting salary is $71,564 and the top of the grid is $83,950 (2022 rates of pay). Full-Time benefits include health and dental, life and long-term disability insurance coverage and pension (OMERS). Other notable perks for all members include access to the Employee Assistance Plan (EAP) and on-site fitness facilities.
- Cover letter
- Resume
- Copy of Diploma and/or Degree(s) of educational achievements

Additional supporting documentation you may submit includes:

- Letters of reference related to employment or community service
- Certificates of Achievement

By applying, you agree that the statements made by you are true, complete, and correct to the best of your knowledge. Further, you understand that any falsification of statements, misrepresentations, and/or deliberate omission or concealment of information may be considered just cause for dismissal.

Please note that the Belleville Police Service is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. If contacted for

an employment opportunity, please advise the HR Unit if you require accommodation for testing, interview, or employment purposes.

**JOB DESCRIPTION, CIVILIAN MEMBER**

**Position Title**: EXECUTIVE ASSISTANT TO THE DEPUTY CHIEF OF POLICE

**Association**:BELLEVILLE POLICE SENIOR OFFICER ASSOCIATION

**Division**:EXECUTIVE SERVICES

**Section**: EXECUTIVE SERVICES

**Hours of Work**: FULL-TIME: 40 HOURS PER WEEK, MONDAY - FRIDAY (DAYS)

**Immediate Supervisor**:DEPUTY CHIEF OF POLICE

**POSITION OBJECTIVES**

The Executive Assistant to the Deputy Chief of Police is required to provide a high level of executive administrative coordination and support to the Deputy Chief of Police and/or Executive Leaders. The Executive Assistant will organize and coordinate the activities of the Deputy Chief to optimize the effectiveness and efficiency within the Deputy’s office while ensuring the highest level of confidentiality.

**POSITION RESPONSIBILITIES**

1. Perform duties in a manner that reflects the Service’s Vision, Mission Statement, and Motto.

2. Operate within the regulations, policies, and procedures established by the Police Services Act, the Community Safety and Policing Act, the Belleville Police Services Board, and the Chief of Police.

3. Provide executive administrative support to the Deputy Chief of Police by completing various levels of confidential correspondence, reports and documentation for both internal and external parties.

4. Act as the Registrar for member training, by coordinating training, tracking training course completion, tracking training budget costing and updating personnel files.

5. Coordinate conferences and seminar registrations for all Belleville Police Service members.

6. Arrange travel and/or accommodations for all Belleville Police Service members.

7. Participate in committees, professional seminars, and conferences as directed by the Deputy Chief of Police.

8. Liaise with the committees within the Police Service, as well as outside agencies and associations.

9. Process Accounts Receivable by calculating and invoicing all Belleville Police Service related expenses.

10. Prepare meeting agendas and record meeting minutes at meetings attended/chaired by the Deputy Chief of Police, and ensure outstanding action item deadlines from meetings are met.

12. Maintain internal CPKN website by reviewing and updating content, and maintaining BPS user profiles.

13. Coordinate and manage events, meetings, and other Belleville Police Service functions, by working with internal and external members and ensuring time frames and budgets are met.

14. Collect various data within the organization and compile data and statistics into reports.

15. Prepare forms, templates, certificates and brochures, as required by divisions.

16. Maintain and manage tuck shop by ordering items, invoicing purchases, controlling inventory, managing financial records, sourcing and pricing items, and working with external vendors.

17. Requisition and maintain an inventory of office supplies including preparing purchase orders.

18. Maintain original and archived documents such as Legal /Civilian actions, policies and procedures, etc.

19. Provide administrative support such as filing reports and information, typing correspondence, receiving and dispatching of Police Service fax messages for Executive Services, and supporting other executive team members, as required.

20. Responsible for the processing and distribution of incoming mail and Legal / Civilian actions.

21. Required to perform the duties of the Executive Assistant to the Chief of Police during peak periods, vacation or during temporary absences.

22. Perform other duties as required, assigned or directed by the Chief of Police or designate.
- Note: This position description is intended to describe the general level and nature of the position and is not an exhaustive list of all tasks assigned in the performanc

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