Clark County
Administrative Assistant - Sheriff's Office
Clark County, Vancouver, WA, United States
Job Summary
The Clark County Sheriff's Office has an opening for an Administrative Assistant.
This position provides confidential and professional executive administrative support directly to the elected Sheriff and Undersheriff, Sheriff's Administration plus some instruction to a small group of office support staff. The Administrative Assistant handles the more complex issues and tasks within the Sheriff's Administrative office. The position acts as a first point of contact for internal and external stakeholders on behalf of the executive team.
The Sheriff's Office welcomes people of color and members of the LGBTQ+ communities to enhance its work force and to better reflect the diversity of the community.
Typical responsibilities include gathering and compiling information and preparing reports; performing calendar scheduling and maintenance; preparing presentation materials; drafting correspondence on a variety of subject matter to include responses to elected officials and creation of press releases as needed; receiving and screening calls and e-mails from citizens and organizations requesting the Sheriff, Undersheriff or Chief Deputies' attendance or assistance; participating in planning and coordination of special events; attending various staff/committee meetings and preparing written minutes and materials; gathering information and records in response to confidential matters, current issues including labor relations subject matter and confidential personnel materials to include investigation information; acting as staff support to the Sheriff's various committees; and representing the Sheriff, Undersheriff and Chief Deputies or other executive managers at various meetings and conferences.
This position requires the ability to work independently, have sound judgment, and use discretion in performing work in a fast-paced confidential law enforcement environment. The applicant must have strong customer service skills and the ability to resolve conflicts with the utmost integrity. Professionalism and confidentiality are crucial.
This position is covered by State Civil Service laws, which require specific recruitment and testing procedures. This recruitment will be used to create an eligibility list to fill the current position within the Sheriff's Office. Please see the Civil Service Process website for additional insight into Sheriff's Office qualifications. (https://www.clark.wa.gov/human-resources/civil-service-process)
This position is non-represented and non-exempt.
Qualifications
Education and Experience:
United States' Citizenship or Lawful Permanent Resident required.
Bachelor's degree* in business or public administration or related field; OR four (4) years of administrative experience which includes but is not limited to the supervision of others, office management, or primary responsibility for a major staff function.
*The degree must have been conferred by an institution of higher education and have National Recognition of Accrediting Agencies by the U.S. Secretary of Education, and official transcripts may be required at the time of hire.
Any combination of required education, experience and qualifications demonstrating the ability to perform the work will be considered.
The ideal candidate will have the following:
Knowledge of: office practices and procedures; considerable knowledge of business English, punctuation, grammar, syntax and spelling; effective research methods and record keeping; governmental budgeting procedures and fiscal planning methods.
Ability to: compose correspondence and reports in a literate manner; prepare and present material in clear and comprehensible terms; maintain a pleasant, courteous and helpful demeanor in all contacts; understand and execute complex oral and written instructions and to apply available guidelines to various situations; apply initiative, discretion, judgment and organizational skills to a variety of projects, assignments, situations and group assignments; develop and maintain effective working relationships with co-workers, supervisors, the general public, and employees and officials of other departments and agencies.
SELECTION PROCESS:
Application Review (Pass/Fail) - An on-line application is required. Attaching a resume does not substitute for a completed application. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.
Oral Interview (Pass/Fail based on 70%) - Questions will be job related and may include, but not be limited to, the qualifications outlined in the job announcement. Minimum passing score of 70% is required. The oral board will consist of a three-to-four-member interview panel who will ask the same position-related, pre-established written questions of all candidates.
Background Investigation *: Involves a comprehensive investigation based on information provided by finalist's personal history statements (from high school years forward).
Final Interview aka Rule of Five: the top five candidates from the eligibility list will be invited to participate in the Sheriff's final selection interview. (Note: All offers of employment are contingent on successfully passing a comprehensive background check, a polygraph exam, and a drug test).
Post Offer Process: The selected candidate will be given a polygraph exam, and be drug tested.
*The Background Standards for public safety positions in the Clark County Sheriff's Office (CCSO) reflect the very high standards demanded of candidates for public safety job classifications and safety sensitive positions within county service. They are designed to identify the kinds of behaviors which are required of public safety officers serving the citizens of Clark County. Each candidate's past choices, judgments, and behaviors will be compared to these demanding standards. Candidates who fall short of demonstrating consistently sound decision making, maturity, and responsible past behaviors in each of these areas will not be further considered for employment in these critical positions. Each Standard represents an area that is essential for success in public safety employment. CCSO identifies and selects only those individuals with the highest chance of success in their training and in continuing employment in these critical positions. Candidates are asked to critically assess their own background considering these Standards before beginning the examination process.
Veteran's Preference*
In accordance with the Revised Code of Washington (RCW 41.04.010), employment preference is given to veterans as defined by (RCW 41.04.07) who have received an honorable discharge or received a discharge for medical reasons with an honorable record. Qualifying candidates will receive 10% added to their final (combined written and oral board exam) scores unless they are receiving military retirement. If qualifying candidates are receiving military retirement, 5% will be added to their overall final score. Veteran's working for a city or county - who are called into active service for at least one or more years, may receive 5% to first promotional examinations only.
*NOTE: Veteran's preference applies to all Clark County Sheriff's civil service entry-level positions. Please provide a DD214.
Examples of Duties
Duties may include but are not limited to the following:
Assembles cost and related data for alternative methods of handling projects; contacts other departments and agencies to obtain information; presents findings to supervisor.
Gathers materials and writes drafts for instructional manuals, pamphlets, reports, studies and other special projects and assignments; composes correspondence and reports on behalf of, or in collaboration with divisional or departmental superiors.
Reads assigned articles and reports pertaining to phases of administrative responsibility of supervisor; summaries, expands or edits for use in operational planning and processes, public appearances and other administrative endeavors.
Assists in short and long-term divisional and departmental planning, coordinating, organizing and budgeting: forecasts clerical staffing needs based on projected revenues, expenditures, workloads, and work organization and delegation; develops fiscal plans and budgetary requirements; coordinates divisional and/or departmental projects.
Develops employee training plans and programs.
Conducts studies and research projects on divisional, departmental or County problems or projects; prepares reports.
Keeps supervisor(s) informed of significant items requiring supervisory review or action; obtains information from staff members, relays assignments, calls attention to deadlines, and obtains progress reports; maintains frequent contacts for supervisor with other departments and agencies.
Prepares agenda for meetings, functions and conferences; attends meetings with or on behalf of supervisor; takes notes or significant parts of discussion, issues and planned future events pertaining to business at hand.
Performs related work as required.
Salary Grade
M3.7
Salary Range
$25.73 - $34.74- per hour
Close Date
01/10/2025Recruiter
Leslie Harrington Smith
Email:
Leslie.HarringtonSmith@clark.wa.gov
Equal Opportunity Employer
Clark County is an equal opportunity employer committed to providing equal opportunity in employment, access, and delivery of all county services. Clark County's Equal Employment Opportunity Plan is available at http://www.clark.wa.gov/human-resources/documents.
Employee Benefits and additional compensation
Clark County provides regular full-time and part-time employees with a comprehensive benefits package which includes medical, vision and dental insurance, paid leave, flexible spending accounts, life insurance and long-term disability, retirement, and deferred compensation. Some types of employees in some positions and bargaining units might have different benefits and additional compensation. More specific benefit information for the different bargaining units can be found at https://clark.wa.gov/human-resources/employee-benefits. Also please refer to the specific bargaining unit contract for additional compensation at https://clark.wa.gov/human-resources/documents.
Retirement Information
All Clark County employees must participate in a WASHINGTON STATE RETIREMENT SYSTEM PLAN (PERS, PSERS or LEOFF).Employee contributions begin the first day of work. Current contribution rates vary by plan but could range from 5% to 15% of gross pay, depending on the plan choice.
For additional information, check out the Department of Retirement Systems' web site here: http://www.drs.wa.gov/
If you are in need of ADA/Section 504 assistance for accommodations, please contact Human Resources at (564) 397-2456; Relay (800) 833-6388.
The Clark County Sheriff's Office has an opening for an Administrative Assistant.
This position provides confidential and professional executive administrative support directly to the elected Sheriff and Undersheriff, Sheriff's Administration plus some instruction to a small group of office support staff. The Administrative Assistant handles the more complex issues and tasks within the Sheriff's Administrative office. The position acts as a first point of contact for internal and external stakeholders on behalf of the executive team.
The Sheriff's Office welcomes people of color and members of the LGBTQ+ communities to enhance its work force and to better reflect the diversity of the community.
Typical responsibilities include gathering and compiling information and preparing reports; performing calendar scheduling and maintenance; preparing presentation materials; drafting correspondence on a variety of subject matter to include responses to elected officials and creation of press releases as needed; receiving and screening calls and e-mails from citizens and organizations requesting the Sheriff, Undersheriff or Chief Deputies' attendance or assistance; participating in planning and coordination of special events; attending various staff/committee meetings and preparing written minutes and materials; gathering information and records in response to confidential matters, current issues including labor relations subject matter and confidential personnel materials to include investigation information; acting as staff support to the Sheriff's various committees; and representing the Sheriff, Undersheriff and Chief Deputies or other executive managers at various meetings and conferences.
This position requires the ability to work independently, have sound judgment, and use discretion in performing work in a fast-paced confidential law enforcement environment. The applicant must have strong customer service skills and the ability to resolve conflicts with the utmost integrity. Professionalism and confidentiality are crucial.
This position is covered by State Civil Service laws, which require specific recruitment and testing procedures. This recruitment will be used to create an eligibility list to fill the current position within the Sheriff's Office. Please see the Civil Service Process website for additional insight into Sheriff's Office qualifications. (https://www.clark.wa.gov/human-resources/civil-service-process)
This position is non-represented and non-exempt.
Qualifications
Education and Experience:
United States' Citizenship or Lawful Permanent Resident required.
Bachelor's degree* in business or public administration or related field; OR four (4) years of administrative experience which includes but is not limited to the supervision of others, office management, or primary responsibility for a major staff function.
*The degree must have been conferred by an institution of higher education and have National Recognition of Accrediting Agencies by the U.S. Secretary of Education, and official transcripts may be required at the time of hire.
Any combination of required education, experience and qualifications demonstrating the ability to perform the work will be considered.
The ideal candidate will have the following:
- Experience as an executive assistant, senior executive assistant or in other progressively responsible clerical/administrative positions
- Experience with office management systems and procedures; performing advanced and technical administrative work
- Excellent interpersonal communication skills plus the ability to develop and maintain effective working relationships
- Proficiency using computer applications including MS Outlook, Excel, Word, PowerPoint and database programs plus the ability to keep current with technology changes
- Strong organizational skills and the ability to prioritize work to meet goals, deadlines and handle changing priorities
- Experience in a political and/or law enforcement work environment preferred
- Competent in business math and business writing including grammar, punctuation, spelling, and current formats
- Experience providing oversight/instruction to staff relating to projects, committees or as assigned.
- Experience using discretion and maintaining confidentiality
Knowledge of: office practices and procedures; considerable knowledge of business English, punctuation, grammar, syntax and spelling; effective research methods and record keeping; governmental budgeting procedures and fiscal planning methods.
Ability to: compose correspondence and reports in a literate manner; prepare and present material in clear and comprehensible terms; maintain a pleasant, courteous and helpful demeanor in all contacts; understand and execute complex oral and written instructions and to apply available guidelines to various situations; apply initiative, discretion, judgment and organizational skills to a variety of projects, assignments, situations and group assignments; develop and maintain effective working relationships with co-workers, supervisors, the general public, and employees and officials of other departments and agencies.
SELECTION PROCESS:
Application Review (Pass/Fail) - An on-line application is required. Attaching a resume does not substitute for a completed application. Candidates deemed most qualified will be invited to participate in the remainder of the selection process.
Oral Interview (Pass/Fail based on 70%) - Questions will be job related and may include, but not be limited to, the qualifications outlined in the job announcement. Minimum passing score of 70% is required. The oral board will consist of a three-to-four-member interview panel who will ask the same position-related, pre-established written questions of all candidates.
Background Investigation *: Involves a comprehensive investigation based on information provided by finalist's personal history statements (from high school years forward).
Final Interview aka Rule of Five: the top five candidates from the eligibility list will be invited to participate in the Sheriff's final selection interview. (Note: All offers of employment are contingent on successfully passing a comprehensive background check, a polygraph exam, and a drug test).
Post Offer Process: The selected candidate will be given a polygraph exam, and be drug tested.
*The Background Standards for public safety positions in the Clark County Sheriff's Office (CCSO) reflect the very high standards demanded of candidates for public safety job classifications and safety sensitive positions within county service. They are designed to identify the kinds of behaviors which are required of public safety officers serving the citizens of Clark County. Each candidate's past choices, judgments, and behaviors will be compared to these demanding standards. Candidates who fall short of demonstrating consistently sound decision making, maturity, and responsible past behaviors in each of these areas will not be further considered for employment in these critical positions. Each Standard represents an area that is essential for success in public safety employment. CCSO identifies and selects only those individuals with the highest chance of success in their training and in continuing employment in these critical positions. Candidates are asked to critically assess their own background considering these Standards before beginning the examination process.
Veteran's Preference*
In accordance with the Revised Code of Washington (RCW 41.04.010), employment preference is given to veterans as defined by (RCW 41.04.07) who have received an honorable discharge or received a discharge for medical reasons with an honorable record. Qualifying candidates will receive 10% added to their final (combined written and oral board exam) scores unless they are receiving military retirement. If qualifying candidates are receiving military retirement, 5% will be added to their overall final score. Veteran's working for a city or county - who are called into active service for at least one or more years, may receive 5% to first promotional examinations only.
*NOTE: Veteran's preference applies to all Clark County Sheriff's civil service entry-level positions. Please provide a DD214.
Examples of Duties
Duties may include but are not limited to the following:
Assembles cost and related data for alternative methods of handling projects; contacts other departments and agencies to obtain information; presents findings to supervisor.
Gathers materials and writes drafts for instructional manuals, pamphlets, reports, studies and other special projects and assignments; composes correspondence and reports on behalf of, or in collaboration with divisional or departmental superiors.
Reads assigned articles and reports pertaining to phases of administrative responsibility of supervisor; summaries, expands or edits for use in operational planning and processes, public appearances and other administrative endeavors.
Assists in short and long-term divisional and departmental planning, coordinating, organizing and budgeting: forecasts clerical staffing needs based on projected revenues, expenditures, workloads, and work organization and delegation; develops fiscal plans and budgetary requirements; coordinates divisional and/or departmental projects.
Develops employee training plans and programs.
Conducts studies and research projects on divisional, departmental or County problems or projects; prepares reports.
Keeps supervisor(s) informed of significant items requiring supervisory review or action; obtains information from staff members, relays assignments, calls attention to deadlines, and obtains progress reports; maintains frequent contacts for supervisor with other departments and agencies.
Prepares agenda for meetings, functions and conferences; attends meetings with or on behalf of supervisor; takes notes or significant parts of discussion, issues and planned future events pertaining to business at hand.
Performs related work as required.
Salary Grade
M3.7
Salary Range
$25.73 - $34.74- per hour
Close Date
01/10/2025Recruiter
Leslie Harrington Smith
Email:
Leslie.HarringtonSmith@clark.wa.gov
Equal Opportunity Employer
Clark County is an equal opportunity employer committed to providing equal opportunity in employment, access, and delivery of all county services. Clark County's Equal Employment Opportunity Plan is available at http://www.clark.wa.gov/human-resources/documents.
Employee Benefits and additional compensation
Clark County provides regular full-time and part-time employees with a comprehensive benefits package which includes medical, vision and dental insurance, paid leave, flexible spending accounts, life insurance and long-term disability, retirement, and deferred compensation. Some types of employees in some positions and bargaining units might have different benefits and additional compensation. More specific benefit information for the different bargaining units can be found at https://clark.wa.gov/human-resources/employee-benefits. Also please refer to the specific bargaining unit contract for additional compensation at https://clark.wa.gov/human-resources/documents.
Retirement Information
All Clark County employees must participate in a WASHINGTON STATE RETIREMENT SYSTEM PLAN (PERS, PSERS or LEOFF).Employee contributions begin the first day of work. Current contribution rates vary by plan but could range from 5% to 15% of gross pay, depending on the plan choice.
For additional information, check out the Department of Retirement Systems' web site here: http://www.drs.wa.gov/
If you are in need of ADA/Section 504 assistance for accommodations, please contact Human Resources at (564) 397-2456; Relay (800) 833-6388.