Administrative Assistant 2

City of Kent, Washington • Fort Kent, ME

1d • $6,097 - $7,431 • Onsite

About The Position

The City of Kent is seeking an experienced administrative professional to provide critical support to our 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. This 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. This recruitment will utilize multiple steps to narrow down the applicant pool. Dates for these processes have not yet been set but the passing requirements are as follows: Written Exam - 70% passing score required (weight of 30%). Up to the top 20 candidates from the written exam will move on to the Oral Board process. Oral Board Interviews - 70% passing score required (weight of 70%). Computer Skills Test - Pass/Fail Chief's Interview - Pass/Fail Background - Pass/Fail Polygraph - Pass/Fail.

Requirements

• 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
• Three (3) years of increasingly responsible administrative support experience, including at least one (1) year of administrative support to a division director/manager.
• 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.
• Ability to work effectively with minimal supervision.
• Ability to appropriately handle confidential information.
• Skilled at managing frequent interruptions during daily work with a pleasant and customer-focused demeanor.

Nice To Haves

• Knowledge of organizational structure, policies, procedures, objectives, functions, and activities of municipal government.
• Knowledge of research and analysis methods and techniques.
• Knowledge of basic municipal government policies, procedures, and structure; applicable local, state and federal laws, codes, regulations and ordinances.
• Knowledge of modern office practices, procedures, and equipment; including personal computers and related software such as word processing and spreadsheet programs.
• Knowledge of recordkeeping techniques.
• Knowledge of quality customer service principles and practices.
• Skilled in organizing and expressing ideas through the use of oral and written communication skills.
• Skilled in correct English usage, grammar, spelling, punctuation, and vocabulary as it pertains to the job.
• Skilled in proper telephone techniques and etiquette to properly assist wide-ranging inquiries and persons.
• Skilled in interpersonal communication using tact, patience, and courtesy.
• Skilled in 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.
• Skilled in maintaining a variety of complex filing systems.
• Ability to provide training, technical expertise and assistance to users of payroll and scheduling systems.
• Ability to establish and maintain cooperative and effective working relationships with others.
• Ability to plan, prioritize and organize work to meet schedules and timelines.
• Ability to understand and follow oral and written direction.
• Ability to 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.
• Ability to apply common sense understanding to carry out instructions furnished in written or oral form and deal with problems involving several variables in standardized situations.
• Ability to assemble and analyze diverse data; prepare reports; and compose, proofread, and edit a variety of complex correspondence.
• Ability to gather, correlate, and analyze facts to develop a recommended course of action.
• Ability to work confidentially with discretion.
• Ability to operate a variety of office machines and equipment including personal computer.
• Ability to perform mathematical calculations quickly and accurately.

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.
• 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.
• Perform backup administrative and/or accounting support as needed, as well as other related duties as assigned, to include but not limited to.
• 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/Axon, CopLogic, WA Department of Revenue, KIVA, and Kent City Code for violation codes), issue an admonishment letter, create a Tiburon/Axon 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.
• 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/Axon 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.

Benefits

• For a listing of benefits, please use the following link: Employee Benefits | City of Kent (kentwa.gov)
• Additional information may also be found in the AFSCME contract, which you can access at Human Resources | City of Kent (kentwa.gov)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree