Executive Assistant II – Assistant Director of Budget and Finance
GRADE: 17
SALARY: $68,796 – $107,848
POSITION TITLE: EXECUTIVE ASSISTANT II – ASSISTANT DIRECTOR OF BUDGET AND FINANCE
DEPARTMENT: BUDGET AND FINANCE
REPORTS TO: THE DIRECTOR OF BUDGET AND FINANCE
SUPERVISES: ALL EMPLOYEES ASSIGNED TO BUDGET AND FINANCE
Position Summary
The Executive Assistant II for the Budget and Finance Department provides strategic leadership and oversight of administrative operations supporting the financial management of the police department. This position is responsible for coordinating administrative functions related to budgeting, fiscal planning, procurement, financial reporting, and departmental operations.
The Executive Assistant II serves as a key advisor to the Chief Financial Officer or Budget and Finance Director and works closely with the Board of Police Commissioners, command staff, city financial officials, and external stakeholders to ensure efficient administrative operations and effective fiscal management. This role oversees administrative staff, financial coordination activities, and internal processes that support the department’s budgetary and financial objectives.
FUNCTIONS OF THE JOB
Essential Functions
Administrative Leadership
- Direct and oversee administrative operations within the Budget and Finance Division.
- Develop and implement administrative policies, procedures, and operational improvements.
- Supervise administrative and support personnel within the division.
- Coordinate workflow, assignments, and operational priorities within the department’s financial administrative units.
- Ensure efficient office operations and compliance with departmental and municipal policies.
Budget and Financial Administration
- Assist in the coordination and development of the department’s annual operating and capital budgets.
- Oversee administrative processes related to budget preparation, documentation, and submission.
- Monitor financial administrative activities including purchasing, contracts, and expenditure tracking.
- Coordinate all grant applications, track and document funds.
- Coordinate preparation of financial reports, budget summaries, and executive briefings.
- Assist leadership in analyzing financial data and identifying fiscal trends.
Strategic Coordination
- Serve as liaison between the Budget and Finance Division and other police department divisions, city finance offices, and external agencies.
- Coordinate department-wide financial administrative initiatives and projects.
- Assist in long-term fiscal planning and operational strategy.
- Support leadership with strategic planning initiatives involving budget and operational resources.
Procurement and Contract Administration
- Oversee administrative functions related to procurement, purchasing approvals, and vendor coordination.
- Ensure compliance with municipal procurement policies and financial regulations.
- Assist with contract administration and vendor documentation.
Reporting and Compliance
- Ensure timely completion of financial administrative reports and documentation.
- Coordinate preparation of materials for city council, oversight boards, or the board of police commissioners, including monthly warrant approvals and monthly budget reports.
- Maintain documentation supporting audits, grant reporting, and regulatory compliance.
- Assist in coordinating responses to internal or external financial audits.
Communication and Executive Support
- Provide high-level administrative and operational support to the Budget and Finance Director and police department leadership.
- Prepare executive correspondence, briefing materials, and presentations.
- Coordinate high-level meetings, budget hearings, and strategic planning sessions.
QUALIFICATION REQUIREMENTS
Knowledge, Skills, and Abilities:
- Strong knowledge of governmental budgeting, finance, and administrative operations.
- Knowledge of municipal procurement policies and financial compliance requirements.
- Ability to analyze financial and operational data.
- Strong leadership and supervisory skills.
- Ability to develop and implement administrative processes and improvements.
- Exceptional organizational and project management abilities.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality with sensitive financial and operational information.
- Proficiency in Microsoft Office Suite and financial management systems.
Minimum Qualifications:
- Bachelor’s degree in Public Administration, Business Administration, Finance, Accounting, or a related field.
- Five to seven years of progressively responsible administrative or financial management experience.
- At least three years of supervisory or leadership experience.
- Experience working in government, public safety, or municipal finance environments preferred.
Preferred Qualifications:
- Master’s degree in Public Administration (MPA), Business Administration (MBA), or a related field.
- CPA license.
- Experience working in a police department or public safety organization.
- Familiarity with municipal budget development processes and financial reporting requirements.
- Experience coordinating audits, grants, or compliance reporting.
Working Environment:
- Work is primarily performed in an office environment within a police department administrative facility.
- Occasional evening or extended hours may be required during budget preparation or major financial reporting periods.
Machines, Tools, Equipment and Work Aids:
- Personal Computer
- Telephone
- Cell Phone
- Copier/Fax Machine
- Vehicle
PHYSICAL/VISUAL ACTIVITIES OR DEMANDS
While performing the duties of this job, the employee is regularly required to sit, reach, grasp, talk, and hear.
This position requires clarity of vision at 20 inches or less and the ability to bring objects into sharp focus, while reading from a computer screen.
The job has light physical demand (primarily sedentary) requiring the employee to exert negligible force frequently to lift, carry, push, pull or otherwise move objects in the normal course of routine office activities.
The St. Louis Metropolitan Police Department is an Equal Opportunity Employer.
The job description does not necessarily contain all of the actual or essential duties of this position. All job offers are contingent upon passing a medical evaluation/drug screen and criminal background check.
Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.
“Commonly associated” is not intended to mean always or only. There are different experiences that suggest other ways or circumstances where reasonable changes or accommodations are appropriate.
