Administrative Services Manager (Replaces Exec. Asst. to Chief of Police)

Note: This job classification replaces and supersedes the Executive Assistant to the Chief of Police as part of a departmental reorganization, establishing a new title and salary range.

Job Summary: This class is accountable for serving as the senior confidential administrative manager for the Office of the Chief of Police, providing oversight of administrative services, staff supervision, operational coordination, and special projects. Acts as a trusted advisor to the Chief on administrative, procedural, and organizational matters requiring discretion, independent judgment, and strict confidentiality. Supervises administrative support staff, evaluates performance, and coordinates department-wide administrative functions while ensuring compliance with applicable policies, labor agreements, and legal requirements.

Supervision Received: Receives general direction from the Chief of Police.

Supervision Exercised: Supervises and evaluates administrative, clerical, and part-time support staff assigned to the Police Department. Exercises authority over work assignments, workflow, performance management, and day-to-day administrative operations, ensuring effective support for executive, confidential, and departmental functions.

Examples of Essential Duties:

Confidential Executive & Advisory Support

• Exercises independent judgment in interpreting, applying, and recommending administrative and procedural actions consistent with departmental policy, collective bargaining agreements, and legal requirements.
• Represents the Office of the Chief in interactions with department leadership, municipal officials, Police Commissioners, and external law enforcement agencies at the Chief’s direction.
• Screens, prioritizes, and coordinates communications directed to the Chief, ensuring timely responses and appropriate follow-up while maintaining confidentiality.
• Serves as the principal confidential administrative liaison to the Chief of Police, managing highly sensitive information including personnel, labor relations, disciplinary matters, internal affairs materials, and attorney-client privileged communications.

Administrative Services & Operations Management

• Analyzes office operations, procedures, workloads, and scheduling; develops and implements recommendations to improve efficiency, effectiveness, and internal controls.
• Directs and coordinates administrative support functions for the Office of the Chief, ensuring efficient workflow, consistent procedures, and effective service delivery.
• Oversees records management systems, restricted files, and department data repositories, ensuring secure access, compliance, and proper retention of confidential information.
• Serves as point of coordination for department administrative infrastructure, including office equipment, telecommunications, IT systems, facilities maintenance, and vendor services.

Supervision & Staff Management

• Coordinates with Human Resources on onboarding, training, and administrative personnel matters as appropriate.
• Establishes priorities, allocates resources, and ensures adequate administrative coverage for critical departmental functions.
• Provides guidance, direction, and performance feedback to staff; ensures adherence to professional standards, confidentiality requirements, and departmental policies.
• Supervises, assigns work to, and evaluates administrative, clerical, and part-time support staff assigned to the Office of the Chief.

Project Coordination, Studies & Analysis

• Coordinates and conducts administrative studies, special assignments, and operational reviews on behalf of the Chief of Police.
• Leads and coordinates cross-functional administrative projects, ensuring deadlines, deliverables, and objectives are met.
• Prepares analytical reports, statistical summaries, and technical documents to support decision-making, budget development, and strategic initiatives.
• Researches emerging law enforcement administrative and organizational issues and provides background materials and recommendations as requested.

Budget, Procurement & Resource Coordination

• Assists in the development of departmental budget recommendations related to administrative services, equipment, and operational support.
• Oversees requisitions, direct payments, reimbursements, inventory control, and tracking of administrative resources and supplies.
• Prepares procurement and bidding materials in accordance with municipal requirements, including bid solicitation, coordination with vendors, and award notifications.
• Projects departmental administrative and equipment needs and coordinates purchasing, maintenance, and lifecycle management.

Boards, Committees & Departmental Coordination

• Chairs or coordinates employee committees and special events as assigned, including department ceremonies and recognition functions.
• Coordinates administrative support for command staff meetings, training sessions, interview panels, department-wide meetings, and special events.
• Plans and organizes department and town-wide meetings hosted by the Police Department.
• Serves as administrative coordinator and primary point of contact for the Board of Police Commissioners, including preparation of agendas, supporting materials, and official meeting records.

Public & Intergovernmental Interface

• Coordinates information received from municipal departments, boards, commissions, and external agencies to ensure timely and accurate communication.
• Provides general information to the public regarding departmental administrative services and operations, referring matters as appropriate.
• Serves as the first point of contact for the Office of the Chief, promoting accessibility while ensuring appropriate routing and resolution of inquiries.

Confidentiality & Compliance

• Controls and supervises access to confidential records and ensures compliance with applicable laws, policies, and professional standards.
• Ensures administrative practices support transparency, accountability, and organizational integrity while protecting sensitive information.
• Maintains strict confidentiality of all sensitive and restricted information, including internal affairs investigations, administrative investigations, labor relations materials, personnel records, and legal communications.
• Performs related duties as required.

This classification specification has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to perform the job. The Town of Fairfield reserves the right to assign or otherwise modify the duties assigned to this classification.

Knowledge, Skills and Abilities:

• Knowledge of applicable federal, state, and local laws, regulations, and standards governing public-sector administration.
• Knowledge of municipal budgeting, procurement, and administrative controls.
• Knowledge of office systems, data management practices, and modern administrative technologies.
• Knowledge of policies, procedures, and operational structure of a police department or similar public safety organization.
• Knowledge of records management, confidentiality requirements, and legal standards related to personnel, labor relations, and internal investigations.
• Knowledge of the principles and practices of public administration, organizational management, and executive support in a governmental environment.
• Skill in analyzing complex administrative and operational issues and developing practical, defensible recommendations.
• Skill in coordinating cross-departmental initiatives and working effectively with diverse stakeholders.
• Skill in managing multiple priorities, projects, and deadlines in a high-pressure, confidential environment.
• Skill in organizing and maintaining complex and restricted records systems.
• Skill in preparing clear, concise, and professional written reports, correspondence, and analytical documents.
• Skill in supervising, mentoring, and evaluating administrative and clerical staff.
• Skill in using spreadsheets, databases, document management systems, and other business software to analyze and present data.
• Ability to communicate effectively, both orally and in writing, with executive leadership, sworn personnel, civilian staff, elected officials, and the public.
• Ability to establish and maintain effective working relationships with internal and external stakeholders, including law enforcement agencies and municipal partners.
• Ability to exercise independent judgment, discretion, and initiative on sensitive matters with minimal supervision.
• Ability to handle sensitive situations with professionalism, diplomacy, and sound judgment.
• Ability to identify opportunities for operational improvement and lead administrative change initiatives.
• Ability to interpret and apply policies, procedures, collective bargaining agreements, and legal requirements consistently and appropriately.
• Ability to maintain the highest level of confidentiality and ethical standards at all times.
• Ability to plan, organize, and direct administrative services in support of departmental goals and executive priorities.
• Ability to work with individuals from diverse backgrounds.

Minimum Qualifications: Seven (7) years of progressively responsible administrative, operational, or management experience in a municipal, governmental, public safety, or similarly complex organization. Experience must include responsibility for confidential matters involving personnel, labor relations, discipline, or legal issues; supervision and performance evaluation of administrative or professional staff; and independent analysis of policies, procedures, workflows, or organizational operations.

College coursework may be substituted for experience at the rate of fifteen (15) semester hours equaling one-half (½) year of experience, up to a maximum substitution of four (4) years for a Bachelor’s degree. A Master’s degree in human resources management, labor relations, business administration, public administration, or a closely related field, or a law degree, may be substituted for one (1) additional year of experience.

Special Requirements: Ability to pass a comprehensive background investigation due to the confidential nature of the position. Availability to attend evening meetings, special events, or emergency-related assignments as required. Continued compliance with confidentiality and ethics requirements as a condition of employment. Incumbents in this class may be required to possess and retain a valid Motor Vehicle Operator’s license. Incumbents in this class may be required to travel.