City of Yakima, WA
Administrative Assistant to Police Chief
City of Yakima, WA, Enumclaw, Washington, United States, 98022
Salary :
$5,201.73 - $6,307.60 Monthly
Location :
Dick Zais Law and Justice Center, WA
Job Type:
Full-time
Department:
Police
Division:
Police
Opening Date:
11/01/2024
Closing Date:
11/15/2024 4:00 PM Pacific
Bargaining Unit:
Teamsters - PW Supervisors & Admins
Initial candidate eligibility is based on the job application and any accompanying documentation. It is the responsibility of the applicant to provide sufficient information and details within the body of the application (education and work experience sections) to permit the City of Yakima to properly evaluate the candidate's qualification, abilities and experience as it relates to the requirements of the position. For calculation of experience, one year of experience equals 12 months with a minimum of 173.33 hours per month. Additional required documents must be attached. Resumes are not accepted in lieu of application fields.Overview and Minimum Class Requirements
Join the Yakima Police Department as an Administrative Assistant to the Police Chief! This essential role provides direct support to the Chief and the department to help facilitate operations. The successful candidate must have technical application skills, communication skills, be dependable with the ability to meet deadlines, and able to work collaboratively in a professional public safety environment that requires discretion and confidentiality.
A
pply today!
***** ADDITIONAL DOCUMENTATION REQUIRED*****
THE FOLLOWING ITEM MUST BE ATTACHED TO THE APPLICATION
A 5-minute typing test with verification of
50 WPM
net typing speed without error must be attached to your application.
Results must include your name, the date, net words per minute, and the length of time. Test must be within the past 90 days.
There are free keyboarding/typing skill tests available on-line. The following link is a website that has a field where you are able to select the time of test, take the test, enter your name, then print the certificate with your test results
There are multiple other websites that offer free tests, just ensure that the results include your
name, the date, net words per minute, and the length of time.
All elements must be included with your submission.
APPLICATIONS WITHOUT THE REQUIRED ATTACHMENT WILL NOT BE REVIEWED
MINIMUM CLASS REQUIREMENTS
High school diploma or equivalent and three (3) years of progressively responsible administrative support or office management experience. Ability to type 50 wpm is required. Administrative support experience with the Yakima Police Department is preferred.
LICENSES, REGISTRATIONS AND/OR CERTIFICATES
Notary Public license within 6 months of hire. Must possess and maintain a valid Washington State Driver's License.
Job Summary
Under limited supervision as a confidential assistant to the Police Chief, works independently within established procedures, performs a variety of responsible office accounting and administrative tasks within the Police Department. Applies considerable independent judgment and discretion in making decisions, resolving unusual problems, interpreting extensive guidelines, regulations and policies, dealing with the public and working on special reports and projects.
Essential Functions
Organizes and coordinates office functions, activities and communications; assures efficient work flow and office operations; serves as Administrative Assistant to the Chief of Police, relieving the Chief of a variety of administrative and technical duties; answers and screens phone calls, relays messages or redirects callers, provides answers when possible; maintains the daily appointment calendar for the Chief of Police; schedules meetings and conferences; composes and prepares correspondence and letters on a variety of routine and specialized matters; prepares Council agenda items and background materials; maintains the department's administrativefiling system ;
coordinates travel and training plans; prepares and maintains confidential personnel workingfiles and other confidential matters.
Resolves any complaints possible by utilizing working knowledge of the operations of the department to resolve the problems or directs the complaints to the appropriate staff; processes administrative details not requiring immediate attention by the Chief; serves as liaison between the Chief of Police and the public, management and other City employees.
Composes and prepares news releases on department activities. Coordinates press conference arrangements, including contacting appropriate media.
Assists in the preparation, coordination and monitoring of department budget in accordance with established parameters; performs budget research, cost analysis, trend analysis and projections; makes necessary charges on proposed budget submissions; ensures all budget guidelines are met; prepares expenditure and revenue narratives, composes justifications, budget analysis, summaries, account balance and related budget documents. May attend budget meetings with the City Manager and assist the Chief with budget presentations to City Council members. Monitors budget expenditures; maintains accurate current budget records; prepares worksheets reflecting estimated expenses for the current year as well as anticipated expenses for the coming year.
Assists in the preparation and coordination of all major purchases, including all capital outlay purchases for the department; composes justifications; obtains quotes, monitors and reviews all purchases for conformance with policies or procedures; processes payments for all expenditures made; orders equipment, supplies, and other items for the department. Maintains files of all disbursement requests and purchase orders.
Researches and prepares a variety of statistical, financial and narrative reports and documents; coordinates and prepares reports regarding sick leave accrual, military leave, disability and accident reports for the department; ensures compliance with policies and procedures; maintains state requirements; OSHA documentation, compliance and posting/reporting requirements. Initiates and prepares both service and medical retirement documentation. Monitors court time accrual and submits payment documentation; prepares and submits documentation for payment of clothing allowances. Monitors various contract agreements with other local agencies and/or businesses to ensure compliance and renewal. Receives and documents court-directed restitution payments from Yakima Municipal Court.
Assists the Chief of Police with the coordination of hiring department personnel including but not limited to preparing appropriate applicant notification letters; performing necessary criminal history checks as requested by HR/Civil Service; assisting with on-boarding of newly hired personnel; ensures Personnel Action Forms and other documentation is completed and properly submitted as necessary.
As directed by the Chief, provides staff support to police management and administrative assistance to City personnel and City Council by answering questions, preparing reports, agenda statements, correspondence and other materials as appropriate. May serve as staff representative and liaison with government agencies, citizen and professional organizations, and the public to provide continuing community involvement and input.
May act as lead and train Department Assistants, Interns, Volunteers or other subordinates including assigning and reviewing work, and/or resolving minor operational issues.
Actively seeks to improve efficiency and customer service through the development and/or improvement of programs, systems and procedures as a result of new policies or directives or routine research and analysis; assists with implementation after securing approval.
Performs detailed work assignments; coordinates projects; research information and completes routine and special reports; maintains confidentiality of information. Undertakes a variety of special projects as assigned. Performs as a committee or designated representative at meetings which may entail taking and transcribing minutes, presenting information, and follow-up reporting; acts as liaison with various City departments.
Contributes to the effective administration of the Police Department by fostering an attitude among staff that encourages cooperation and coordination of efforts and efficient use of resources. Provides continuous effort to improve operations, decrease turnaround times, streamline work processes, and works cooperatively and jointly to consistently provide exceptional customer service to internal and external customers.
Requires regular and reliable attendance.
Performs other related duties as assigned.
Major Worker Characteristics
Knowledge of: police and city-wide programs, operations, policies and procedures, terminology and related regulations; office organization and administration, practices, procedures and equipment; research techniques and data compilation; project planning and development, budget preparation and control; principles of workflow and systems analysis; record keeping systems, processes, and practices; best principles and practices for municipal records retention procedures, and techniques.
Knowledge and understanding of the strategic objectives of City Council as they relate to the Police Department. Knowledge of, and clear commitment to, the principles of 21st Century Policing.
Strong working knowledge of: computer spreadsheets; databases; industry applications; Microsoft Office Suite including Excel; report writing tools; and office equipment; professional office procedures and practices; and computerize municipal budgetary and fiscal management practices. Ability to operate standard office equipment including but not limited to: computer, fax machine, copy machine, telephone etc.
Knowledge of techniques and strategies for dissemination of complex and/or technical written and verbal information to a wide range of individuals, including but not limited to managers, staff, City Council; government officials, and members of the public.
Must be able to communicate clearly and effectively, with employees, members of the public representing diverse education and background, and with officials at all levels of government utilizing well developed communication skills, both written and oral, with appropriate use of business English, and plain English, including but not limited to correctgrammar, vocabulary, letter composition, editing, spelling, and punctuation. Must routinely and regularly maintain confidentiality and discretion through all forms of communication.
Ability to perform complex clerical and administrative assistant duties; perform a variety of mathematical computations with ability to read, interpret and evaluated complex and/or technical documents; read, research, interpret, apply and explain codes, rules, regulations, policies, and procedures; evaluate and recommend improvements in operations, systems, and methods; produce and maintain accurate records and reports; conduct research studies including collection, organization, analysis and development of recommendations; and prepare written analysis, recommendations and reports.
Ability to work independently with self-direction and minimal direction or oversight; maintain sustained attention to detail and work under timeline pressures; prioritize and assign workloads; respond to shifting needs of the Chief; manage multiple tasks with competing deadlines. Excellent analytical and organizational skills are essential. Must possess ability to quickly adapt to changing priorities and demands.
Ability to provide exceptional customer service; to establish, facilitate, and maintain effective working relationships with other employees, the public, community organizations and government agencies; to consistently and continually demonstrate tact, diplomacy, and respect to individuals, groups and organizations representing a wide diversity of ethnicities, cultures, opinions, and beliefs. Ability to positively receive feedback and take direction is essential.
PHYSICAL DEMANDS
Work is performed primarily in an office environment while sitting at a desk or computer terminal for extended periods of time or while standing for a period of time. Occasionally needs to move inside the office to access file cabinets, office machinery, etc. Constant use of both hands in reaching/handling/grasping/fingering while performing duties and operating on computers. Occasional heavy work includes lifting and carrying up to 25pounds. Occasionally ascends/descends stairs while maintaining balance. Constant use of all senses including feeling/talking/hearing/seeing while performing duties and communicating with co-workers, general public and completing all tasks as assigned. Must be able to distinguish color and maintain long-term and short-term memory. May work in remote locations or in noisy work area. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
UNUSUAL WORKING CONDITIONS
Work with the public, some of whom may be irate, upset or disturbed. Frequent extension of work day to meet deadlines.
The City of Yakima is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
The City of Yakima is a premier employer in the Yakima Valley with extensive opportunities for training and growth. The City offers a competitive benefit package including:
Comprehensive medical, dental and vision coverageFREE healthcare clinic!WA State PERS pension plan3% contribution to a 457 deferred compensation planEmployee contribution to Teamsters Pension PlanLeave accruals:
Vacation - Starting at 8 hours/monthSick - 8 hours/monthPersonal holiday - 3 daysObserved holiday - 11 holidays
Up to 5% bilingual/biliterate English/Spanish special payLongevity pay$100,000 Life InsuranceMuch more!
The pay range listed for this position is establish through the City of Yakima's Master Pay Ordinance in accordance with the Municipal Code and/or the applicable collective bargaining agreement. New employees generally start at step A with progression through the steps based on merit and successful performance evaluation.
This position is covered by Teamsters 760 Public Works Supervisors & Administrative bargaining group.
01
Did you attach the required certification of a 5 minute typing test with verification of 50 wpm?
YesNo
02
Did you clearly document your work history in the Work Experience section of your application including dates, titles and duties for each position/classification held?
YesNo
03
What is your highest level of education?
High School diploma/GEDSome CollegeAssociates DegreeBachelors DegreeMasters DegreeTechnical/Trade CertificationNone of the above
04
How many years of progressively responsible administrative support or office management experience do you possess?
NoneLess than 3 yearsAt least 3 years and less than 5 yearsAt least 5 years and less than 10 yearsAt least 10 years
05
If you have the experience above, enter here the name(s) of the employer(s) and your job title(s). (Be sure application clearly outlines your job duties and lists both the months and years of experience in each position.)
06
Do you have administrative support experience with the Yakima Police Department?
YesNo
07
Do you have experience working in or related to Public Safety?
YesNo
08
If you have the experience above, enter here the name(s) of the employer(s) and your job title(s). (Be sure application clearly outlines your job duties and lists both the months and years of experience in each position.)
09
Please describe particular skills, experience or training which you believe BEST qualifies you for this position.
Required Question
$5,201.73 - $6,307.60 Monthly
Location :
Dick Zais Law and Justice Center, WA
Job Type:
Full-time
Department:
Police
Division:
Police
Opening Date:
11/01/2024
Closing Date:
11/15/2024 4:00 PM Pacific
Bargaining Unit:
Teamsters - PW Supervisors & Admins
Initial candidate eligibility is based on the job application and any accompanying documentation. It is the responsibility of the applicant to provide sufficient information and details within the body of the application (education and work experience sections) to permit the City of Yakima to properly evaluate the candidate's qualification, abilities and experience as it relates to the requirements of the position. For calculation of experience, one year of experience equals 12 months with a minimum of 173.33 hours per month. Additional required documents must be attached. Resumes are not accepted in lieu of application fields.Overview and Minimum Class Requirements
Join the Yakima Police Department as an Administrative Assistant to the Police Chief! This essential role provides direct support to the Chief and the department to help facilitate operations. The successful candidate must have technical application skills, communication skills, be dependable with the ability to meet deadlines, and able to work collaboratively in a professional public safety environment that requires discretion and confidentiality.
A
pply today!
***** ADDITIONAL DOCUMENTATION REQUIRED*****
THE FOLLOWING ITEM MUST BE ATTACHED TO THE APPLICATION
A 5-minute typing test with verification of
50 WPM
net typing speed without error must be attached to your application.
Results must include your name, the date, net words per minute, and the length of time. Test must be within the past 90 days.
There are free keyboarding/typing skill tests available on-line. The following link is a website that has a field where you are able to select the time of test, take the test, enter your name, then print the certificate with your test results
There are multiple other websites that offer free tests, just ensure that the results include your
name, the date, net words per minute, and the length of time.
All elements must be included with your submission.
APPLICATIONS WITHOUT THE REQUIRED ATTACHMENT WILL NOT BE REVIEWED
MINIMUM CLASS REQUIREMENTS
High school diploma or equivalent and three (3) years of progressively responsible administrative support or office management experience. Ability to type 50 wpm is required. Administrative support experience with the Yakima Police Department is preferred.
LICENSES, REGISTRATIONS AND/OR CERTIFICATES
Notary Public license within 6 months of hire. Must possess and maintain a valid Washington State Driver's License.
Job Summary
Under limited supervision as a confidential assistant to the Police Chief, works independently within established procedures, performs a variety of responsible office accounting and administrative tasks within the Police Department. Applies considerable independent judgment and discretion in making decisions, resolving unusual problems, interpreting extensive guidelines, regulations and policies, dealing with the public and working on special reports and projects.
Essential Functions
Organizes and coordinates office functions, activities and communications; assures efficient work flow and office operations; serves as Administrative Assistant to the Chief of Police, relieving the Chief of a variety of administrative and technical duties; answers and screens phone calls, relays messages or redirects callers, provides answers when possible; maintains the daily appointment calendar for the Chief of Police; schedules meetings and conferences; composes and prepares correspondence and letters on a variety of routine and specialized matters; prepares Council agenda items and background materials; maintains the department's administrativefiling system ;
coordinates travel and training plans; prepares and maintains confidential personnel workingfiles and other confidential matters.
Resolves any complaints possible by utilizing working knowledge of the operations of the department to resolve the problems or directs the complaints to the appropriate staff; processes administrative details not requiring immediate attention by the Chief; serves as liaison between the Chief of Police and the public, management and other City employees.
Composes and prepares news releases on department activities. Coordinates press conference arrangements, including contacting appropriate media.
Assists in the preparation, coordination and monitoring of department budget in accordance with established parameters; performs budget research, cost analysis, trend analysis and projections; makes necessary charges on proposed budget submissions; ensures all budget guidelines are met; prepares expenditure and revenue narratives, composes justifications, budget analysis, summaries, account balance and related budget documents. May attend budget meetings with the City Manager and assist the Chief with budget presentations to City Council members. Monitors budget expenditures; maintains accurate current budget records; prepares worksheets reflecting estimated expenses for the current year as well as anticipated expenses for the coming year.
Assists in the preparation and coordination of all major purchases, including all capital outlay purchases for the department; composes justifications; obtains quotes, monitors and reviews all purchases for conformance with policies or procedures; processes payments for all expenditures made; orders equipment, supplies, and other items for the department. Maintains files of all disbursement requests and purchase orders.
Researches and prepares a variety of statistical, financial and narrative reports and documents; coordinates and prepares reports regarding sick leave accrual, military leave, disability and accident reports for the department; ensures compliance with policies and procedures; maintains state requirements; OSHA documentation, compliance and posting/reporting requirements. Initiates and prepares both service and medical retirement documentation. Monitors court time accrual and submits payment documentation; prepares and submits documentation for payment of clothing allowances. Monitors various contract agreements with other local agencies and/or businesses to ensure compliance and renewal. Receives and documents court-directed restitution payments from Yakima Municipal Court.
Assists the Chief of Police with the coordination of hiring department personnel including but not limited to preparing appropriate applicant notification letters; performing necessary criminal history checks as requested by HR/Civil Service; assisting with on-boarding of newly hired personnel; ensures Personnel Action Forms and other documentation is completed and properly submitted as necessary.
As directed by the Chief, provides staff support to police management and administrative assistance to City personnel and City Council by answering questions, preparing reports, agenda statements, correspondence and other materials as appropriate. May serve as staff representative and liaison with government agencies, citizen and professional organizations, and the public to provide continuing community involvement and input.
May act as lead and train Department Assistants, Interns, Volunteers or other subordinates including assigning and reviewing work, and/or resolving minor operational issues.
Actively seeks to improve efficiency and customer service through the development and/or improvement of programs, systems and procedures as a result of new policies or directives or routine research and analysis; assists with implementation after securing approval.
Performs detailed work assignments; coordinates projects; research information and completes routine and special reports; maintains confidentiality of information. Undertakes a variety of special projects as assigned. Performs as a committee or designated representative at meetings which may entail taking and transcribing minutes, presenting information, and follow-up reporting; acts as liaison with various City departments.
Contributes to the effective administration of the Police Department by fostering an attitude among staff that encourages cooperation and coordination of efforts and efficient use of resources. Provides continuous effort to improve operations, decrease turnaround times, streamline work processes, and works cooperatively and jointly to consistently provide exceptional customer service to internal and external customers.
Requires regular and reliable attendance.
Performs other related duties as assigned.
Major Worker Characteristics
Knowledge of: police and city-wide programs, operations, policies and procedures, terminology and related regulations; office organization and administration, practices, procedures and equipment; research techniques and data compilation; project planning and development, budget preparation and control; principles of workflow and systems analysis; record keeping systems, processes, and practices; best principles and practices for municipal records retention procedures, and techniques.
Knowledge and understanding of the strategic objectives of City Council as they relate to the Police Department. Knowledge of, and clear commitment to, the principles of 21st Century Policing.
Strong working knowledge of: computer spreadsheets; databases; industry applications; Microsoft Office Suite including Excel; report writing tools; and office equipment; professional office procedures and practices; and computerize municipal budgetary and fiscal management practices. Ability to operate standard office equipment including but not limited to: computer, fax machine, copy machine, telephone etc.
Knowledge of techniques and strategies for dissemination of complex and/or technical written and verbal information to a wide range of individuals, including but not limited to managers, staff, City Council; government officials, and members of the public.
Must be able to communicate clearly and effectively, with employees, members of the public representing diverse education and background, and with officials at all levels of government utilizing well developed communication skills, both written and oral, with appropriate use of business English, and plain English, including but not limited to correctgrammar, vocabulary, letter composition, editing, spelling, and punctuation. Must routinely and regularly maintain confidentiality and discretion through all forms of communication.
Ability to perform complex clerical and administrative assistant duties; perform a variety of mathematical computations with ability to read, interpret and evaluated complex and/or technical documents; read, research, interpret, apply and explain codes, rules, regulations, policies, and procedures; evaluate and recommend improvements in operations, systems, and methods; produce and maintain accurate records and reports; conduct research studies including collection, organization, analysis and development of recommendations; and prepare written analysis, recommendations and reports.
Ability to work independently with self-direction and minimal direction or oversight; maintain sustained attention to detail and work under timeline pressures; prioritize and assign workloads; respond to shifting needs of the Chief; manage multiple tasks with competing deadlines. Excellent analytical and organizational skills are essential. Must possess ability to quickly adapt to changing priorities and demands.
Ability to provide exceptional customer service; to establish, facilitate, and maintain effective working relationships with other employees, the public, community organizations and government agencies; to consistently and continually demonstrate tact, diplomacy, and respect to individuals, groups and organizations representing a wide diversity of ethnicities, cultures, opinions, and beliefs. Ability to positively receive feedback and take direction is essential.
PHYSICAL DEMANDS
Work is performed primarily in an office environment while sitting at a desk or computer terminal for extended periods of time or while standing for a period of time. Occasionally needs to move inside the office to access file cabinets, office machinery, etc. Constant use of both hands in reaching/handling/grasping/fingering while performing duties and operating on computers. Occasional heavy work includes lifting and carrying up to 25pounds. Occasionally ascends/descends stairs while maintaining balance. Constant use of all senses including feeling/talking/hearing/seeing while performing duties and communicating with co-workers, general public and completing all tasks as assigned. Must be able to distinguish color and maintain long-term and short-term memory. May work in remote locations or in noisy work area. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
UNUSUAL WORKING CONDITIONS
Work with the public, some of whom may be irate, upset or disturbed. Frequent extension of work day to meet deadlines.
The City of Yakima is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
The City of Yakima is a premier employer in the Yakima Valley with extensive opportunities for training and growth. The City offers a competitive benefit package including:
Comprehensive medical, dental and vision coverageFREE healthcare clinic!WA State PERS pension plan3% contribution to a 457 deferred compensation planEmployee contribution to Teamsters Pension PlanLeave accruals:
Vacation - Starting at 8 hours/monthSick - 8 hours/monthPersonal holiday - 3 daysObserved holiday - 11 holidays
Up to 5% bilingual/biliterate English/Spanish special payLongevity pay$100,000 Life InsuranceMuch more!
The pay range listed for this position is establish through the City of Yakima's Master Pay Ordinance in accordance with the Municipal Code and/or the applicable collective bargaining agreement. New employees generally start at step A with progression through the steps based on merit and successful performance evaluation.
This position is covered by Teamsters 760 Public Works Supervisors & Administrative bargaining group.
01
Did you attach the required certification of a 5 minute typing test with verification of 50 wpm?
YesNo
02
Did you clearly document your work history in the Work Experience section of your application including dates, titles and duties for each position/classification held?
YesNo
03
What is your highest level of education?
High School diploma/GEDSome CollegeAssociates DegreeBachelors DegreeMasters DegreeTechnical/Trade CertificationNone of the above
04
How many years of progressively responsible administrative support or office management experience do you possess?
NoneLess than 3 yearsAt least 3 years and less than 5 yearsAt least 5 years and less than 10 yearsAt least 10 years
05
If you have the experience above, enter here the name(s) of the employer(s) and your job title(s). (Be sure application clearly outlines your job duties and lists both the months and years of experience in each position.)
06
Do you have administrative support experience with the Yakima Police Department?
YesNo
07
Do you have experience working in or related to Public Safety?
YesNo
08
If you have the experience above, enter here the name(s) of the employer(s) and your job title(s). (Be sure application clearly outlines your job duties and lists both the months and years of experience in each position.)
09
Please describe particular skills, experience or training which you believe BEST qualifies you for this position.
Required Question