Police Support Administrative Assistant

This position provides administrative and clerical support to the Personnel Services Unit of the Police Department. The incumbent will be the primary contact and liaison between the Police Department and vendors for uniforms and equipment; to include new, current, promoted, and separated employees.  The incumbent will maintain and track uniform orders, equipment inventory supplies/quantities, and assigned equipment locations using the uniform database and the equipment database; participate and collaborate with Finance and department administrators to prepare and monitor purchasing contracts.   The incumbent will assist with administrative duties related to scheduling, enrollment, and record-keeping for internal and external training for new police department employees. At times, the incumbent may provide crossover support for the other Administrative Assistant position in Personnel Services consistent with the duties of this position,  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.
 
The incumbent completes a thorough history/criminal history background check on Police Department applicants and their spouse/significant other by utilizing various databases, internet resources, and government/municipal/law enforcement/education sources.

• 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.
• For employees separating from the city: receives all issued equipment and uniform items, ensures PSU representative inspects employee's locker, returns usable items to inventory for reissue or separates for surplus, advises facilities to clear/deactivate access cards, and issues retirement credentials (if eligible). Tracks badges and weapons purchases (if eligible). Ensures computer network access is removed.
• Maintains supply quantities, places supply orders as needed with vendor(s), tracks orders in uniform database, monitors items for reissue, surpluses old/defective items.
• Manages issuance and record-keeping of portable police radios assigned to individual officers and police employees and manages database of police vehicle mounted radios in coordination with Fleet and NORCOM.
• Collaborates and participates in process/re-negotiation/renewal for uniform and equipment contracts, to include uniform cleaning and dry cleaning.
• Composes general background summary and departmental needs and lists all items purchased for specific category with costs and estimated annual quantities. Communicates with unit/division representatives to obtain complete and accurate information. Determines BPD requirements/needs and ensures that those requirements are in contract language.
• Processes and runs applicant and spouse/significant other 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 applicant and spouse/significant other's history; 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.   
• Assists Police Training Sergeant with coordination and scheduling of other 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.
• Provides assistance to and backup coverage to the PSU unit administrative assistant 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.

Supervision Received and Exercised:

• The incumbent works under the general supervision of the commander of the Personnel Services Unit.

Knowledge, Skills, Abilities and Competencies

• Ability to achieve and maintain ACCESS Level II certification; NIMS IS-100.LEA, and IS-700.A certification.

• Proficiency in the Microsoft Office Suite: Word, Excel, PowerPoint, Access.
• Proficiency in the use of: WebMSS, DAPS, DISCIS/SCOMIS, LINX, Entersect, RAIN, Selective Service, VisiNet, CommandPoint, New World (upon implementation), 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.

Education, Experience, and Other Requirements

• High school diploma or equivalent combination of education and experience.
• Four years of progressively responsible related office support or clerical work experience is preferred.

This position is a 
Physical Demands
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work involves walking; talking; hearing using hands to handle, feel, and operate objects, tools, or controls; and reaching with hands and arms.
• Some light lifting, bending, and climbing is required.
• Vision abilities required by this job include close vision and the ability to adjust focus.
• The employee may be required to push, pull, lift, and/or carry up to 40 pounds.
• The noise level in the work environment is usually moderately quiet.

Drug Use
The use of illegal drugs referred to in this acknowledgement means the use of drugs which are unlawful under the provisions of the Uniform Controlled Substances Act in this state or its equivalent in any other jurisdiction.  (Misuse of Prescription drugs will be reviewed on a case-by-case basis.)  Simple possession of most of the following substances will be considered on a case-by-case basis and may be grounds for disqualification. Note that any use or abuse of drugs may be grounds for disqualification or contribute to rejection during the background investigation; these are merely the automatic disqualifiers. Please call the Personnel Services Unit before applying if you are unsure if the standard applies to you. The City of Bellevue is a Drug Free Workplace.

The following drug involvement will be disqualifying:
Usage:

• Any use of heroin, 
• Any possession or use of GHB or any other “date rape” drug, including giving it to others, 
• Any use of any illegal drug within three years of application* (Excludes marijuana which is addressed below.)
• Misuse of Prescription drugs will be reviewed on a case-by-case basis.
• Any use of illegal drugs (other than marijuana) since applying to, or while employed by, any law enforcement agency (including military police agencies). Please note that while many states have decriminalized marijuana, it is still federally illegal and police officers are expected to adhere to all laws and regulations, on and off duty.

Distribution/Manufacturing/Sales:

• Any participation in, or allowing of, the manufacture, selling, offering to sell, cultivation, warehousing, distribution, holding or transporting for another, transporting for sale, or financing of any illegal drugs/narcotics within five years of application*, including extraction and concentration of THC oils from marijuana for the production of “honey,” “wax,” “dabs,” or any other THC concentrate, 
• Any distribution of illegal drugs or illegal distribution of marijuana since applying* to, and/or while employed by, any law enforcement agency (including military police agencies), 

Forged/Abused Prescriptions:

• Any prescription forgery, prosecuted, undetected or otherwise, within five years of application*

Criminal Violations
The following will be disqualifying:

• Any adult felony conviction.
• Any juvenile felony conviction within the past five years.
• Any misdemeanor conviction for a crime involving moral turpitude.
• Commission of any crime of violence, including domestic violence.
• Commission of any sexual offense within the past five years.
• Any conviction of a felony crime at any time while employed in any capacity with a Law Enforcement Agency (including volunteer, intern, and reserve positions).
• Any single theft of property or money in excess of $100 value within the past five years.

Salary : $71,882 - $91,742