Police Support Administrative Assistant (LTE)

City of Bellevue•Bellevue, WA

15h•Onsite

About The Position

The Bellevue Police Department is hiring an Administrative Assistant. This position is a 3-Year Limited Term position. This position provides administrative support to the Police Department’s Personnel Services Unit (PSU), which oversees recruiting, hiring, and training of police employees. The primary responsibilities include, but are not limited to, managing and maintaining PSU scheduling functions and assisting with data entry, tracking, and documentation related to the pre-hire and training processes, such as background investigations, onboarding preparation, and pre-employment information processing. In carrying out these duties, the role requires intermediate to advanced administrative skills and technical knowledge of PSU operations, this work is quasi-professional rather than strictly clerical. The incumbent is expected to be proficient in most functional areas of the unit and may serve in a lead capacity for ongoing work or special projects, supporting the effective operation of PSU systems and relieving professional staff of detailed technical and administrative tasks. This position provides administrative and clerical support to the Personnel Services Unit of the Police Department. The Personnel Services Unit (PSU) is responsible for police employee recruiting, hiring, and training. The primary focus of this role will be managing and maintaining scheduling functions for the Personnel Services Unit, as well as assisting with data entry, tracking, and documentation associated with the pre-hire process & department training, including but not limited to background investigations, onboarding preparation and processing pre-employment information. The incumbent will be trained to serve as backup to existing administrative staff within the Personnel Services Unit to ensure continuity of operations during periods of leave, high workload, or operational demand. Secondary functions include, but are not limited to, additional clerical duties necessary to support personnel processes, meeting coordination, record maintenance, customer service tasks, and other administrative responsibilities that ensure efficient unit operations. The incumbent assists staff in completing a thorough history/criminal history background check on Police Department applicants and others relevant to the hiring process by utilizing various databases, internet resources, and government/municipal/law enforcement/education sources.

Requirements

Ability to achieve and maintain ACCESS Level II certification; NIMS IS-100.LEA, and IS-700.A certification.
Proficiency in the operation of office machines/equipment, Microsoft Office Suite & Services: Outlook, Word, Excel, PowerPoint, Access, Teams, InfoPath, OneDrive, Sharepoint.
Proficiency in the use of: WebMSS, DAPS, DISCIS/SCOMIS, LINX, Entersect, RAIN, Selective Service, VisiNet, CommandPoint, New World, LEA (uniform, equipment, and training databases), and various internet sites.
Ability to exercise good judgment and decision-making ability.
Ability to interact effectively with all divisions, sections, units, and ranks within the Police Department and other City of Bellevue departments in a collaborative manner.
Ability to interact with vendors and suppliers in a collaborative manner.
Understands and applies oral and written instructions to produce a desired result.
Identifies and articulates non-compliance with standards and procedures.
Keeps abreast of changes in policies, programs, procedures, standards and regulations applicable to the work of PSU.
High school diploma or equivalent combination of education and experience.
Four years of progressively responsible related office support or clerical work experience is preferred.
Due to the critical and high-security nature of police work, top candidates must pass a polygraph, drug test, and thorough background investigation.
Applicants must be 18 years of age who can read and speak fluent English and either: A US citizen, or A lawful permanent resident, or A Deferred Action for Childhood Arrivals (DACA) recipient with employment authorization from USCIS.

Responsibilities

Assists Police Training Sergeant with coordination and scheduling of internal and external police training, including enrollment, updating and management of training records and transcripts for personnel and other administrative or reporting requirements related to department training activities and records.
Processes and runs applicant and other hiring-process background checks by: sending electronic background packet to applicants; putting together applicant binders; reviewing applicant packets; filling out criminal history check off sheets; searching various law enforcement, government, and internet databases for history pertinent to the employment hiring process; performing additional research on information received from these sources (if necessary); faxing records check requests to all involved agencies and verifying responses received; and forwarding all information and paperwork to the background detective and advising detective of any noteworthy items.
Assists with scheduling of training for new officers, including coordinating with the Criminal Justice Training Commission to enroll new recruits into Basic Law Enforcement Academy training.
Provides assistance to and backup coverage to the PSU unit administrative assistants as needed, including but not limited to: checking, date stamping, and distributing mail in Records; assisting personnel who come into the office or transferring their calls; unlocking/locking vendor and training file cabinets and wall key box; checking fax machine; receiving delivery orders and placing orders as needed; facilitating Procard/credit/gas card purchases and/or checking out as necessary; and assisting with urgent/unanticipated training and travel requests.
Receives and processes uniform and equipment order requests by coordinating measurements with employees and vendors including placing orders, entering into the uniform database for tracking purposes, double checking packing slip and invoice for accuracy, and approving for payment; coordinating alterations if needed.
Issues all uniforms/equipment to employees, including locker if applicable.
Creates employee uniform and equipment files for new police officers and police support officers.
Maintains equipment database by entering equipment information and serial numbers into the database with current location and status.
Updates uniform and equipment databases with uniform status changes and updates employee files with issued equipment list.
For staff promotions: coordinates uniform modifications and orders dress uniforms, processes promotional certificates, updates ID cards, and updates uniform/equipment databases.
For awards and certificates: maintains templates; prints awards/certificates as required; and maintains inventory supply of award certificates, medals, pins, seals, and presentation/protective covers.
Orders awards/certificates as needed from vendor and/or print shop.
Operates a PC to view, enter, edit, format, revise, print, process, and distribute information; planning, creating, and producing a variety of written materials such as forms, correspondence, manuals, contracts, agreements, articles, lists, invoices, charts, matrices, reports, records, schedules, templates, models, and other documents of similar complexity.