Administrative Assistant II- Police Job Description Overall Job Objective
Job Title: Administrative Assistant II- Police Closing Date/Time: Sat. 06/29/19 5:05 PM Pacific Time Salary: $4,752.00 - $5,792.00 Monthly
$57,024.00 - $69,504.00 Annually Job Type: Regular Full-time Location: 220 4th Ave. S., Kent, Washington
The City of Kent is seeking an experienced administrative professional to provide critical support to our Code Enforcement staff and Police personnel. This Administrative Assistant II position is highly visible and the primary initial point of contact for many Kent residents and others who have business with the City. The ideal candidate will have the ability to work effectively with minimal supervision and to appropriately handle confidential information. Skill in handling frequent interruptions during daily work with a pleasant and customer-focused demeanor is also required.
The following employment opportunity is a represented position (AFSCME). The City will establish a ranked eligibility list for this classification that will be in effect for a period of six (6) months, but may be extended upon request of the Police Chief, up to twenty-four months.
**Please note that you must attach your cover letter and resume to your application in order for your application to be considered complete. Uploading your resume to auto-fill portions of the application does not automatically attach it to your application. Incomplete applications will not be considered for this position. If you experience technical difficulties, please contact our office Monday-Friday, between 8:00 AM- 5:00 PM at (253) 856-5270 and we will do our best to assist you.**
This recruitment will utilize multiple steps to narrow down the applicant pool, including a written exam, computer skills assessment, and an interview. Tentative dates for these processes are as follows:
Written Exam- week of July 8 (70% passing score required)
Computer Skills- week of July 22 (Pass/Fail)
Oral Board Interviews- week of July 29
Under the direction of the Support Services Manager or designee, incumbent in this position is responsible for performing a variety of technical and administrative duties related to code enforcement and confidential activities in support of the Police Department. The position provides office support to the Code Enforcement Officers, Investigation Division and Police Department.
Work is characterized by a high degree of complex, specialized, and confidential administrative duties in support of Code Enforcement Officers and the Police Department. Code Enforcement support duties include but are not limited to: receive, review and evaluate code enforcement complaints, check the applicable systems for information to include on the admonishment letter (City utility billing, King County Parcel Viewer, Tiburon, CopLogic, WA Department of Revenue, KIVA, and Kent City Code for violation codes), issue an admonishment letter, create a Tiburon case (may also utilize KIVA or other city systems), check reporting systems for existing cases (multiple complaints on same property), field calls (complaints/inquiries/questions), scan documents/other items into a case file, maintaining complex filing systems, assisting with special projects as assigned, and corresponding and communicating with internal and external customers to include the general public.
Other duties generally include, but are not limited to: technical and analytical payroll functions; administration of employee scheduling; typing confidential documents and correspondence; preparing financial and statistical or narrative reports; filing and routing unit's documents; scheduling meetings and preparing notices and agendas; assist with updating the department's policy manual; work with the Assistant Chief(s) in the development, verification, and audit of the assigned division's budget; and provide assistance with a variety of Police Department programs and activities. Incumbent is required to use independent judgment on administrative projects and have extensive knowledge of Police Department policies, procedures and responsibilities. Incumbent is frequently involved in confidential and sensitive issues requiring the exercise of confidence, tact, patience and courtesy. While actual duties of each Administrative Assistant in this classification will vary from time to time, all Administrative Assistants may be assigned to perform work in any or all areas, and may be assigned to perform work in any of the divisions within the department.
Work is performed under limited supervision. The incumbent and Supervisor work together to define objectives, priorities, and deadlines. The Supervisor assists employee with unusual situations, which do not have clear objectives or precedents. Employee plans and carries out assignments and handles problems and deviations in accordance with instructions, policies, procedures and/or accepted practices. Work is evaluated for technical soundness and conformity to practice and policy.
Receive code enforcement complaints via online reporting (CopLogic), phone, E-mail, internal city complaints and office walk-ins. Log code enforcement complaints and inquiries in the Tiburon system; set up and maintain case files. Provide customer service; assist members of the public with reporting code enforcement complaints and inquiring about the status of code enforcement cases either by phone or via online reporting.
Assist in collecting, compiling and analyzing data relating to code enforcement. Collect, compile, and coordinate statistical data and other information for inclusion into special and periodic reports; prepare special reports as necessary; research and analyze information and establish appropriate reports. Organize and prepare statistical information and create administrative reports and charts as assigned.
Provide administrative support to include; compile information and assist with developing audio-visual presentations, graphic displays and public information materials including, policy documents, press releases, brochures, newsletters and other marketing/promotional items as assigned.
Handle confidential personnel information and records in accordance with current department and City policies.
Prepare a variety of correspondence, memoranda, reports, and other material; review and proof documents, records and forms for accuracy, completeness, and conformance to applicable rules and regulations.
Prepare and distribute meeting notices and agendas; record, prepare and distribute minutes from meetings; Attend meetings, seminars, conferences, and training as appropriate; maintain a current understanding of department functions and programs.
Organize and maintain departmental procedures for retention, protection, retrieval, transfer, and disposal of interrelated records, files and information for the department as assigned in accordance with the State's retention schedule.
Provide documents requested and assist with processing of the Department's Public Records Requests.
Enter purchase order requisitions into an automated system, track and reconcile, and receive into the City accounting system for payment processing.
Coordinate communications; establish and maintain cooperative and effective working relationships; explain City laws and guidelines, department policies, programs, rules, requirements and procedures; and resolves problems as necessary. Respond to citizen, city employee and outside agency inquiries or complaints in person, online or via telephone; provide information or refer callers and visitors to appropriate personnel or agencies.
Order, receive, store and distribute office supplies and forms; develop forms and procedures as needed.
Process divisional payroll; review, verify and balance electronic timesheets, leave requests and overtime entries; manual entry of hourly employee timesheets, enter data in an automated system, and prepare related reports as assigned.
Aid employees on payroll processing matters, including support in the use of the automated payroll system, training, and preparation of payroll transactions.
Track and organize criteria identified as risk indicators for the Personnel Early Warning System. Provide reports to the Division Assistant Chief(s) that allows for effective management of the system.
Act as a liaison with Valley Communications on issues related to employee access to CAD, Department call signs.
Work with the Recruiting Officer(s) to coordinate the hiring process for new employees. Responsibilities include but are not limited to; facilitating new employee set up to include all IT needs; access to buildings; necessary payroll; scheduling and training systems.
Track inmates for outside agency billing purposes. Generate invoice in city accounting system for accounts receivable purposes.
Receive, verify, collect and/or distribute money/payments.
Train other staff as assigned.
Actively support the vision, mission, values and goals of the department and the City.
PERIPHERAL DUTIES AS ASSIGNED
Perform related duties as assigned.
Knowledge, Skills and Abilities:
- Organizational structure, policies, procedures, objectives, functions and activities of municipal government.
- Research and analysis methods and techniques.
- City ordinances and codes as well as other applicable laws, regulations, policies and procedures.
- Basic municipal government policies, procedures, and structure; applicable local, state and federal laws, codes, regulations and ordinances.
- Modern office practices, procedures and equipment; including personal computers and related software such as word processing and spreadsheet programs.
- Recordkeeping techniques.
- Quality customer service principles and practices.
- Organizing and expressing ideas using oral and written communication skills in an effective manner.
- Correct English usage, grammar, spelling, punctuation and vocabulary.
- Proper telephone techniques and etiquette to properly assist wide-ranging inquiries and persons.
- Interpersonal communication using tact, patience and courtesy. Able to handle verbal conflict with hostile and irate members of the public.
- Effective use of modern office practices, procedures, and equipment including personal computers and related software such as word processing, spreadsheet programs and their graphic related features, and software such as MS Office.
- Use of automated case management/tracking systems.
- Compiling, organizing, and summarizing complex, detailed material independently or from taped or oral instructions, letters, notices, bulletins or other material.
- Maintaining a variety of complex filing systems, records, and reports.
- Perform technical and administrative duties with speed and accuracy
- Complete work in a timely manner despite numerous interruptions
- Establish and maintain cooperative and effective working relationships with managers, co-workers, City employees and departments, and the general public
- Learn use of automated case management/tracking system.
- Present information effectively both orally and in writing with a wide variety of City personnel and the general public on a regular basis.
- Provide training, technical expertise and assistance to users of payroll and scheduling systems.
- Establish and maintain cooperative and effective working relationships with others.
- Plan, prioritize and organize work to meet schedules and timelines.
- Understand and follow oral and written direction.
- Read, comprehend, apply and explain governmental laws, rules, regulations, and ordinances, to include City and departmental policies and procedures as applicable to the operations of the department/division.
- Apply common sense understanding to carry out instructions furnished in written or oral form and deal with problems involving several variables in standardized situations.
- Assemble and analyze diverse data; prepare reports; and compose, proofread and edit a variety of complex correspondence.
- Gathering, correlating, and analyzing facts to develop a recommended course of action.
- Work confidentially with discretion.
- Operate a variety of office machines and equipment including personal computer.
- Perform mathematical calculations quickly and accurately.
- Maintain flexibility to support the team as a whole.
High school diploma, general education degree (GED), or equivalent, supplemented
by two (2) years of college level course work or training in public or business administration, office management, administrative support, payroll/accounting or a related field; and
Four (4) years of increasingly responsible administrative support experience, including at least two (2) year of administrative support to a division director/manager.
In place of the above requirement, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill and ability to perform the essential duties and responsibilities listed above.
LICENSES AND OTHER REQUIREMENTS:
- Washington State driver's license
- Proficient in MS Office Suite, including Excel, Word, Outlook, PowerPoint
- Washington Crime Information Center (WAClC) certification within one year of employment
- Notary Public License or the ability to obtain one within six (6) months of employment
- Pass a comprehensive background check, including polygraph, according to City of Kent Police Department guidelines.
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