NEOGOV · 5 months ago
Executive Assistant to the Chief of Police-Medley Police Department
Medley, FL
Full-time
Onsite
Mid Level
$25/hr - $25/hrNEOGOV is seeking an Executive Assistant to the Chief of Police for the Medley Police Department. The role involves performing various administrative tasks, managing correspondence, and supporting the police department in its operations and special events.
GovTechHuman ResourcesInformation TechnologySoftware
Responsibilities
Schedule and arrange for any meetings that need to take place
Prepare and process all Police Department correspondence
Procurement of all necessary products for the police department which includes competitive bidding
Create purchase order forms to acquire equipment for all department and personnel
Manage all police department identification cards
Ensure all officers complete all mandatory training and firearms qualifications to maintain active status
Assist in planning, purchasing items, and coordinating all police department special events
Work on various projects as directed by the Chief of Police and Command Staff
Assist in the preparation of Emergency Management procedures including distributions of information needed by sections chiefs and ensure completion of required training
During an emergency event, upload data to Miami Dade WebEOC and report to assist as a Town representative at the Divisional EOC located at the Doral Police Department
Register all police department employees for training, ensure payment, and follow-up to ensure completion
Make all travel arrangements necessary for the police department employees, which includes research, pricing, and reservations for all accommodations, itineraries, and payment
Review and maintain Mutual Aid agreements between the Town of Medley and other municipalities throughout South Florida
Review and ensure Police Officers receive various awards, Safe Driver, Longevity as well as their annual step raises and salary incentive
Assist in preparation of standard operating policies, procedures and rules
Assist when needed in Town events
Receive and process all correspondence for the Police Department and submit to the Town Finance Department
Receive and process all invoices, W-9, and submit to Command Staff for approval
Attend to various vendor disputes pertaining to billing
Review and maintain all Police Department employee time records on a weekly basis in the payroll program including payroll reports and time bank balances
Knowledge and maintenance of records and files for the Police Department
Maintain and add new records to the Florida Department of Law Enforcement (FDLE) website
Enter new records when a new police department employee is hired
Retrieve and copy documents in order to fulfill a public records request
Maintain department records retention, and perform destruction as per Florida Statute
Enter new Town of Medley addressed twice a year into Florida Department of Revenue tax database
Attend and record official Police Department meetings and record minutes
A comprehensive inventory is conducted of all items that are on premises, as well as employee issued items, using a software program
Every year in October, an inventory audit is conducted
Continuously update the inventory program when changes are made in assignment
Search and review various grant websites, including nonprofit grants, that the department can apply for
Set up accounts with grant sites to allow for the police department to submit grant applications
Write and apply for Grants for funding on various police department projects
Once grants are approved, file progress reports on a quarterly basis or any other time frame that the grant may require
Acquire competitive bids for products purchased
Write purchase orders that will cover the grant funds to vendors for merchandise
Track all orders of purchases until delivery
Keep in contact with grant administrator to make sure all the rules and regulations are being followed by the Medley Police Department for its grant funds allocation. This contact will be continuous for the life of the grant usually a full year, or until all the steps are completed
Invoice all vendors that use the Town of Medley Police Firearms Training Center on a weekly basis using designated software
Keep Command Staff advised on all the billing issues with any of the vendors
Work with Command Staff on any special projects that may be scheduled
Formulate and maintain all hold harmless agreements for the Range customers
Work with the Town of Medley Attorney on all changes to the range agreements that are requested to be made by agencies that use the range
Process all payments through designated software
Send all checks and credit card receipts to the Finance Department for deposit
Review all customer statements on a weekly basis to reconcile accounts
Order all necessary supplies and equipment as directed by the Command Staff
Receive request for off duty details, and verify that they are assigned and completed
Invoice all vendors for off duty assignments
Follow-up and contact vendors for all open invoices
Reconcile the billing on all off-duty accounts
Send received off duty checks to Finance Department with a memo indicating amount to be paid to the officers and amount for Town administration fee
Prepare bi-weekly spread sheet for the Finance Department detailing payments for the officers and administration fee
Keep track of officer’s off duty income for end of year accounting
Maintain all off-duty records and files
Maintain all fleet records for the police department and Town’s General Administration, which includes notification when vehicles are receiving maintenance, out of service, or involved in an accident
Receive invoices from various automobile vendors, process them and submit to the Finance department for payment
Enter all vehicle details into our records management system, which includes all maintenance, mechanical repairs, physical repairs, tire repairs or replacement, and mileage
Qualification
Required
Minimum an associate's degree, preferably a bachelor's degree or equivalent
Experience in the capacity of a secretary to an executive, or administrative official, or an equivalent position in a public or private organization
Knowledge of English language; usage, grammar, spelling, and punctuation. Spanish preferred
Knowledge of office methods, procedures, and equipment. Department forms and business letter writing
Knowledge of various software programs to perform duties
Knowledge of record keeping principles and procedures for payroll processing and law enforcement
Ability to understand the organization and operation of the Police Department and outside agencies as necessary to assume assigned responsibilities
Ability to exercise high level of confidentiality
Ability to communicate effectively, orally and in writing
Ability to work cooperatively with other agencies, city officials, and employees
Ability to interpret and apply administrative and Department policies, laws, and rules
Ability to independently respond to letters and general correspondence
Ability to compile and maintain complex and extensive records and files
Ability to analyze situations carefully and adopt effective courses of action
Ability to understand and carry out oral and written directions
Ability to organize assigned work, multi-task, and develop effective work methods
Benefits
Paid sick time
Health Insurance
Parental Leave
Education Reimbursement Program
401K
Pension Plan
Holidays off
Accrued Sick Time
Company
NEOGOV
NEOGOV is the leading provider of workforce management software uniquely designed for the public sector, education, and public safety.
Founded in 1999
501-1000 employees
H1B Sponsorship
NEOGOV has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
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Trends of Total Sponsorships
2025 (13)
2024 (10)
2023 (10)
2022 (18)
2021 (14)
2020 (16)
Funding
Current Stage
Late StageTotal Funding
$700MKey Investors
Warburg Pincus
2025-07-28Secondary Market· $700M
2025-07-28Acquired
2021-06-02Private Equity
Leadership Team
Shane Evangelist
CEO
Brandon McDonald
Head Of Marketing
Recent News
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