Police Administrative Assistant

City of Federal Way • Federal Way, WA

2d • Onsite

About The Position

Under the direction of an assigned supervisor, perform a variety of administrative, secretarial, clerical and public relations duties to perform office support activities; type and process records, reports, memos and correspondence; process purchase requisitions, orders, budget documents and other financial data and activities. Administrative Assistant I incumbents provide administrative and secretarial support to a section or office. Administrative Assistant II incumbents provide administrative office support to a Director-level supervisor. Incumbents perform a broad range of complex duties in support of smooth, efficient and timely office and department operations.

Requirements

• Graduation from high school including or supplemented by secretarial training and three years of increasingly responsible administrative assistant, secretarial or clerical experience.
• Modern office practices, procedures and equipment.
• Record-keeping techniques.
• Operation of a computer terminal.
• Oral and written communications skills.
• Telephone techniques and etiquette.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Interpersonal skills using tact, patience and courtesy.
• Applicable laws, codes, regulations, policies and procedures.
• Perform administrative assistant and secretarial duties with speed and accuracy.
• Learn to interpret, apply and explain City codes, regulations, policies and procedures.
• Communicate effectively both orally and in writing.
• Add, subtract, multiply and divide quickly and accurately.
• Understand and work within scope of authority.
• Establish and maintain cooperative and effective working relationships with others.
• Meet schedules and time lines.
• Type at 50 words net per minute from clear copy.
• Transcribe material from transcription machine tapes or notes with speed and accuracy.
• Train and provide work direction to others as assigned.
• Operate word processing hardware and software used by the City.
• Operate modern office equipment such as a typewriter, personal computer, copy machine and adding machine.
• Maintain records, files and filing systems.
• Physical ability to perform the essential job functions.
• Demonstrated ability to positively and effectively interact with diverse individuals to accomplish a common goal.

Nice To Haves

• Secretarial training

Responsibilities

• Perform a variety of administrative, secretarial, clerical and public relations duties related to the function to which assigned; provide secretarial support or coordinate office clerical activities.
• Track office projects and maintain related files and records; develop and maintain extensive filing systems; receive, receipt and track fees and payments.
• Process purchase requisitions and orders as needed; determine and order office supplies and equipment according to established guidelines; assist in the development and assembly of division or department budgets; maintain budget and other financial records and files.
• Answer telephone calls; schedule appointments and meetings; explain programs, policies and procedures within the scope of authority; provide information of general or limited technical nature; take messages and refer callers to appropriate person or department as necessary.
• Maintain a variety of records and files according to established procedures; create and maintain project files; monitor project progress to assure required steps and documentation are completed; process a variety of forms and reports; maintain payroll records as assigned.
• Train and provide work direction to others as assigned; assist and back up other secretarial staff as needed.
• Perform a variety of research and assist supervisor with special projects as assigned; coordinate communications with other departments, agencies and cities as assigned.
• Transcribe, type and distribute letters, contracts, reports and memoranda including materials of a confidential nature; compose letters requesting or providing information concerning routine matters independently or from oral written instructions; take notes quickly and accurately.
• Prepare and distribute various committee and task force agenda packets, correspondence and related documents; attend meetings, take notes and prepare minutes.
• Prepare agendas and attend various boards and meetings to take minutes and distribute as designated; attend meetings and deliver documents at various City locations.
• Check reports, records and other data for accuracy, completeness and compliance with established standards; compile information and prepare routine reports.
• Operate office equipment and machines such as personal computers, typewriters, dictating machines, calculator, copy machines and adding machines.
• Use, demonstrate and train others in proper use of word processing; spreadsheet and other software applications; answer more advanced questions and issues related to correct secretarial and word processing requirements.
• Receive, sort, open and distribute mail; order and maintain office supplies.
• Perform related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED