Office Manager - Police Department

City of Poulsbo•(City Hall) Poulsbo, WA

1d•Onsite

About The Position

Under the direction of the Chief of Police or designee, the Office Manager coordinates and oversees the day-to-day administrative operations and support functions of the Police Department. The position supervises assigned administrative staff, coordinates departmental administrative processes, and works with Police Department divisions, City departments, and outside agencies to support effective and efficient department operations. Performs complex administrative duties related to budgeting and financial activities, contracts and applications, City Council agenda items, ordinances and resolutions, personnel and human resources coordination, inventory and assets, records and public records requests, training coordination, and departmental reporting. Provides administrative support to the Chief of Police and department leadership, maintains confidentiality, exercises sound judgment and discretion, and establishes effective working relationships throughout the City.

Requirements

Associate degree in business administration, public administration, accounting, management, or a related field
Five (5) years of progressively responsible administrative or office management experience
At least two (2) years of experience supervising staff and coordinating administrative operations, including budgeting, financial activities, records, contracts, personnel, or other departmental support functions.
Proficiency with Microsoft Office and other standard office software and the ability to learn and effectively use City and department computer systems.
An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.
Valid Washington State driver’s license, or ability to obtain one within the required timeframe.
Possession of, or ability to obtain within six (6) months of appointment, WSP ACCESS certification as required for assigned duties.
Must be available to respond during natural disasters, emergencies, critical incidents, or other events requiring support of departmental and City operations, including work outside of normal business hours.

Nice To Haves

Experience working in a municipal government, public safety, or other public-sector environment.
Experience with governmental budgeting, public records, records management, contracts, personnel administration, or labor relations.
Experience supervising administrative staff and coordinating complex records, public records, financial, personnel, or other departmental administrative functions.
Experience providing administrative support to department leadership and coordinating work across multiple City departments or external agencies.

Responsibilities

Coordinates day-to-day administrative operations and support functions of the Police Department.
Supervises Police Department administrative staff, including the Senior Police Administrative Specialist and Police Administrative Specialist; assigns and prioritizes work, establishes schedules, monitors performance, provides direction and feedback, and supports training and professional development.
Provides administrative support to the Chief of Police and department leadership, including preparing correspondence, reports, presentations, and other materials.
Coordinates departmental budgets, monitors expenditures, prepares budget information and reports, and works with the Finance Department.
Coordinates contracts, agreements, applications, City Council agenda items, ordinances, resolutions, and related administrative documentation.
Coordinates personnel actions and works with Human Resources on hiring, separations, training, employee records, and other personnel matters.
Maintains and coordinates departmental records, inventory, property, and other administrative assets.
Coordinates complex public records requests, including gathering responsive records and working with appropriate City departments and legal staff regarding established disclosure and redaction requirements.
Provides administrative oversight and coordination of police records, public records, WSP ACCESS, evidence/property, and other specialized administrative functions; works with assigned staff to ensure accurate, timely, and compliant completion of these functions.
Coordinates departmental training, which may include scheduling, registration, records, required training, and training-related expenditures.
Prepares administrative, financial, personnel, and operational reports and conducts research as requested by department leadership.
Coordinates with Information Technology and other City departments to address departmental administrative and technology needs.
Builds positive and collaborative working relationships throughout the City and works cooperatively with other departments to support shared organizational needs.
Maintains confidentiality and exercises tact, discretion, and sound judgment when handling sensitive information and difficult or contentious situations.
Maintains sufficient knowledge of critical departmental administrative and records functions to provide backup coverage and continuity of operations when assigned staff are unavailable.
Performs other related duties as assigned.