Administrative Assistant to the Deputy Chiefs of Police

Administrative Assistant to the Deputy Chiefs of Police

Salary

$50,003.20 - $55,016.00 Annually

Location

Lynchburg, VA

Job Type

Full-time

Job Number

03711

Department

Police

Division

Police Administration

Opening Date

11/06/2026

Closing Date

11/26/2026 11:59 PM Eastern

• Description
• Benefits
• Questions

Description

The City of Lynchburg is an Equal Opportunity Employer

The Administrative Assistant provides comprehensive, executive-level administrative support to the three Deputy Chiefs of Police and ensures efficient operation of their respective bureaus. Reporting to the Executive Assistant to the Chief of Police, this position's primary focus is supporting the Deputy Chiefs. By keeping executive leadership supported, informed, and well organized, this role strengthens the overall effectiveness of the Lynchburg Police Department.

Essential Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties to provide direct or indirect service to the citizens may be assigned.

• Provide executive-level administrative support to the three Deputy Chiefs of Police
• Coordinate with the Executive Assistant to ensure seamless support across the Chief's Office and share information and updates as appropriate
• Manage calendars and coordinate meetings for the Deputy Chiefs, prioritizing the most sensitive and time-critical matters; and, to include providing an optimal work-life balance
• Serve as a primary point of contact for internal and external stakeholders by screening calls, managing inquiries and emails, and prioritizing correspondence
• Maintain accurate and organized records, files, and databases, including confidential materials such as personnel files, internal affairs and disciplinary documents, memorandums of understanding, contracts, and other sensitive documents
• Process documents for signature and route them through the chain of command, tracking due dates, and following up as needed
• Prepare, proofread, and edit reports, memorandums, correspondence, presentations, and other documents, ensuring accuracy and consistency
• Attend meetings as assigned, take minutes, and follow up on action items to ensure timely completion
• Assist with budget-related administrative tasks such as purchase requests, invoice processing, expense reports, and tracking of office supplies
• Help coordinate special projects, community engagement initiatives, ceremonies, and department events by conducting research, preparing materials and providing logistical support
• Assist with day-to-day operations of the Deputy Chiefs bureaus, including supplies, equipment maintenance, scheduling of shared spaces, and facility coordination
• Ensure compliance with city policies, procedures and regulations, and with department directives and records-retention requirements
• Assist in drafting and updating office procedures and reference materials as needed
• Handle sensitive and confidential information, including criminal justice information, with discretion and professionalism, always maintaining confidentiality
• Foster positive working relationships with city department heads, elected officials, community members, sworn and civilian personnel, and external agencies to support effective communication and collaboration
• Collaborate with other administrative staff and command staff to ensure coordination and communication across the organization
• Undertake special assignments and ad hoc tasks as delegated by the Deputy Chiefs or the Executive Assistant to demonstrate flexibility and adaptability in responding to changing needs

Additional Duties

Additional duties and responsibilities, as assigned, may include the following:

• Other duties to provide direct or indirect service to the citizens
• When unusual situations occur or the City Manager declares a State of Emergency, all City employees may be required to accept special assignments and perform as needed to ensure appropriate delivery
• Fill in as acting Executive Assistant to the Chief of Police, as needed

Supervisory responsibilities

This position has no supervisory responsibilities.

Minimum Education and Experience Required

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE

• Bachelors degree preferred or a combination of education and experience in administration, business, management or a related field, or equivalent relevant work experience
• Progressively responsible administrative experience in a fast-paced work environment, with demonstrated ability to manage shifting priorities, a large and varied workload, and tight deadlines. Requires strong attention to detail and the adaptability to take on additional duties as the needs of the office evolves
• Experience supporting multiple executives or senior leaders at the same time is preferred
• Experience in law enforcement, public safety, or government setting is preferred

KNOWLEDGE, SKILLS, AND ABILITIES

• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and demonstrated ability to learn new record and document management systems and scheduling
• Excellent written and verbal communication skills, including proofreading and editing
• Strong organizational and time-management skills, with the ability to prioritize competing requests
• Sound judgment, discretion and the ability to always maintain confidentiality
• Ability to interact professionally and courteously with department personnel, city officials, the public and outside agencies
• Ability to work both independently and as part of a team

Additional Requirements

• Must possess a valid Virginia drivers license and acceptable driving record according to City criteria.
• Must pass a thorough background investigation, polygraph and credit examination, and a drug and alcohol screen.
• Must successfully complete IS100 and IS700 National Incident Management (NIMS) training within 90 days of employment. May also be required to complete higher levels of NIMS training as determined appropriate for the position.
• Must be able to obtain and maintain certification or clearance for access to criminal justice information systems, as required by the department.
• Notary Public, preferred, or the ability to obtain it within 90 days of employment.

The City offers an array of benefits combined with direct salary/wages in order to establish a total compensation package that supports the Citys goals of attracting, rewarding, and retaining employees who are both representatives of the community and are also able to deliver exceptional services.

• Employees in full-time positions are eligible for the following benefits:
• Medical, dental, and vision coverage
• Retirement through the Virginia Retirement System (VRS);

the City's contribution is based on a rate determined bi-annually by the VRS Board and employees pay 5% of base pay (pre-tax) towards their VRS benefit

• Life insurance at no cost to the employee

• Optional benefits such as 457 deferred compensation, Roth IRA, flexible spending accounts, etc.

• Eligibility for parental leave and tuition assistance

• Paid Time Off

• Employees in hourly and part-time positions may be eligible for benefits depending on the position

Employees of the City of Lynchburg may also be eligible for the Public Service Loan Forgiveness Program for federal student loans

Additional information about City benefits can be found on our website and in the Employment Policies & Procedures

01

DMV Release Notice: This position requires a valid drivers license and acceptable driving history. I hereby certify that I have read the DMV Record Release Notice, and give the City permission to obtain my driving record.

• Yes
• No
• I do not currently possess a Virginia Drivers License

02

Please provide your drivers license number so that your driving record can be obtained.

03

(Current Out-of-State applicants and applicants who have had an Out-of-State Drivers License at any time in the last 3 years): I agree to provide, WITHIN 2 WEEKS OF MY APPLICATION, a copy of my driving record from that state where I am currently licensed or have been licensed within the past 3 years. I will contact Human Resources within 2 weeks if I am unable to obtain my out of state driving record in that time. I understand that my application may not be considered for this position until I submit my out of state driving record. You can email this information to human.resources@lynchburgva.gov, or fax to 434-845-4304 or mail this information to Human Resources, 900 Church Street, Lynchburg VA 24504. Include the name of the position for which you are applying. If you have a driving record less than 30 days old you can upload as an attachment to your application.

• Agree to provide record within 2 weeks of application date
• Do not agree (I understand I will no longer be considered for this position if I disagree.)
• Not applicable (I have not had an Out-of-State Drivers License during the past 3 years.

04

If you answered yes to the above question, please provide the name of the State where your license was issued:

05

I certify that the information provided on this application is truthful and accurate to my knowledge. I understand that any intentional omission of information and dishonestly will eliminate me from further consideration of employment with the Lynchburg Police Department.

• Yes
• No

06

Please provide the last four digits of your Social Security number for verification purposes.

07

Are you a citizen of the United States or a lawful permanent resident of the U.S. eligible for naturalization?

08

Do you have a High School Diploma or GED?

09

Do you currently have any bills in collections (exclude debt protected by bankruptcy)? If you do please explain in detail your plan to have these bills paid in full.

10

Have you ever been convicted of a domestic assault and/or battery offense?

11

Have you ever been convicted of a misdemeanor? Please explain and provide the year this occurred.

12

Have you ever been convicted of a felony? Please explain and provide the year this occurred.

13

Are you now, or have you ever been a member of a criminal street gang, or group that furthers or promotes criminal activity? If yes, please explain.

14

Have you ever purchased, manufactured, stored, sold, acted as a lookout, delivered, smuggled, sent through the mail, transported another person to illegally buy or sell drugs, or unlawfully benefitted in any way from the sale of prescription or illegal drugs? If yes, please explain including dates.

15

Have you used marijuana or THC in the past six (6) months? If so, when was the date of last usage?

16

In the last four (4) years, have you unlawfully used any of the following: PCP, Heroin, Cocaine/Crack, Methamphetamine, Ecstasy, LSD, Psilocybin (mushrooms), or Rohypnol/Other Date Rape Drugs?

17

Have you had your drivers license suspended, revoked, or refused in the last 3 years? Please explain.

18

Have you been charged with or convicted of a DUI-related offense within the last 3 years?

19

Have you had a valid Drivers License continuously for at least 3 years?

20

Have you previously applied with the City of Lynchburg Police Department? If yes, when and for what position?

21

You will be required to provide copies of your educational transcripts, birth certificate, DD 214 (if applicable) and DCJS Certification (if applicable). Please have these documents readily available to expedite the hiring process. Do you understand this requirement?

• Yes
• No

22

Have you ever served in the Armed Forces?

• Yes
• No

23

If you have served in the Armed Forces and have been discharged, was it dishonorable or for bad conduct? If so, please explain in detail.

24

If you have no record of previous employment please provide detail regarding your time spent since graduation from High School or obtaining your GED.

25

Have you ever been under a protective order by the court? If yes, please explain.

26

Do you have any visible tattoos on your arms, neck, hands, and/or face? If yes, please give the location(s) and describe the tattoo(s). (You will be required to provide a photo of these at a later date in the hiring process.)

27

Have you ever been disciplined, suspended, terminated, asked to resign, or received punitive actions at a current or former place of employment? If yes, please explain.

28

Have you ever been disciplined or punished for any violation related to lying, cheating, stealing, or something else that would bring your integrity into question? If yes, please explain.

29

Primary communication during the hiring process is done through the email address lpd.training@lynchburgva.gov or allen.kittrell@lynchburgva.gov. Please check your spam/junk folders on a regular basis in addition to your inbox for communication from the Recruiting office. Do you agree to check your email?

30

This job will require you to pass a thorough background examination, which will include a polygraph and credit investigation. Are you willing to participate in these examinations?

Required Question

Employer City of Lynchburg

Address 900 Church Street

Lynchburg, Virginia, 24504

Phone (434) 455-4200

Website https://www.lynchburgva.gov/human-resources