Administrative Assistant 2
Come work at a place where you have a direct impact on the quality of life for Kent residents, business owners and visitors alike!
The City of Kent is seeking an experienced administrative professional to provide critical support to our staff and Police personnel. This Administrative Assistant II position is highly visible and a primary point of contact for Police Command staff as well as 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. Being skilled at managing 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/online assessment and an oral board interview. Top candidates will undergo an extensive background check as well as a polygraph examination.
$59,328.00- $72,312.00 annually; depending on experience
Under the direction of the Support Services Manager and work as assigned by Command Staff up to and including the Chief of Police, incumbent provides a variety of confidential administrative support as well as complex and technical accounting duties within the Police Department.
Work is characterized by a high degree of complex, specialized, and confidential accounting and administrative duties in support of the Police Department. Duties generally include, but are not limited to: technical and analytical Payroll and accounting 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.
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.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Serve as confidential administrative support to the Assistant Chief(s) and Command Staff. Provide a variety of accounting, administrative and clerical support to the Assistant Chief(s), Command Staff and Sergeants; type confidential documents and correspondence; track, route and file various documents reviewing for accuracy; schedule meetings and make appropriate arrangements; answer multi-line telephones; and screen email and/or mail.
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.
Process divisional payroll: review, verify and balance electronic timesheets, leave requests and overtime entries; enter data in an automated system, and prepare related reports as assigned.
Provide assistance to 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.
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.
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.
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 all IT needs, access to buildings, necessary payroll, scheduling, and training systems.
Open, sort, prioritize and route Police Department mail.
Track inmates for outside agency billing purposes. Generate invoice in city accounting system for accounts receivable purposes.
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.
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 AND RESPONSIBILITIES:
Perform backup administrative and/or accounting support as needed, as well as other related duties as assigned.
SUCCESSFUL INCUMBENTS FOR THIS POSITION WILL:
HAVE THE KNOWLEDGE OF:
Organizational structure, policies, procedures, objectives, functions and activities of municipal government.
Research and analysis methods and techniques.
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.
Quality customer service principles and practices.
BE SKILLED IN:
Organizing and expressing ideas through the use of oral and written communication skills.
Correct English usage, grammar, spelling, punctuation and vocabulary as it pertains to the job.
Proper telephone techniques and etiquette to properly assist wide-ranging inquiries and persons.
Interpersonal communication using tact, patience and courtesy.
Effective use of modern office practices, procedures, and equipment including personal computers and related software such as word processing, and spreadsheet programs and their graphic related features.
Maintaining a variety of complex filing systems.
HAVE THE ABILITY TO:
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.
SKILLS FOR THE POSITION MAY BE GAINED THROUGH EDUCATION, CERTIFICATION, RELEVANT JOB EXPERIENCE or a COMBINATION, SUCH AS:
Education: High school diploma, general education degree (GED), or equivalent, supplemented by two (2) years of college level course work or vocational training in administrative support, office management, payroll/accounting or a related field; and
Experience: Three (3) years of increasingly responsible administrative support experience, including at least one (1) year of administrative support to a division director/manager.
LICENSES AND OTHER INFORMATION:
Washington State driver’s license
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.
MACHINES, TOOLS AND EQUIPMENT USED:
This position requires the ability to use typical business office machinery and equipment including, but not limited to; personal computer, multi-line telephone, fax machine, copier, calculator, scanner, projector and other office equipment appropriate to the position.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is: frequently required to sit and talk or hear, use hands to manipulate, handle or feel objects, tools or controls; and reach with hands and arms; occasionally required to walk; and ability to lift at least 25 pounds.
Specific vision abilities required by this job include close vision, distance vision, depth perception and the ability to adjust focus.
Work is performed in an office environment with extensive public contact; the employee may be subject to multiple interruptions by phones and interoffice activities. While performing the duties of this job, the employee may be exposed to difficult, irate, or hostile customers. The noise level in the work environment is usually moderate.
The City of Kent is an Equal Opportunity Employer.