What are the responsibilities and job description for the Confidential Administrative Specialist position at City of Marysville, WA?
A thorough and complete law enforcement background check, including polygraph, is required for this position.
Position Schedule: 4-10hrs shift
This position provides complex and confidential administrative and secretarial support to the Office of Professional Standards.
The nature of the work performed by this class is highly confidential and follows established procedures and general directions; incumbents operate independently and apply established guidelines and alternatives to make routine judgments and decisions.
Examples of Job Duties
Other duties may be assigned as needed.
- Assists in maintaining the department’s state accreditation files and proofs.
- Schedules and registers officer/employee training classes. Maintains department training records and generates post-training surveys. Analyzes survey data to confirm attendance and gauge educational value.
- Monitors annual mandatory officer training course completion and generates reports for auditing purposes.
- Acts as department liaison for employment candidates; responds to questions regarding testing process, hiring process, and background documents.
- Actively contacts Civil Service eligible candidates and works closely with Chief Examiner to maintain eligibility lists.
- Assists in responding to recruitment inquiries via software, phone, or email. Serves as oral board proctor if needed.
- Schedules interviews, polygraph, medical, and psychology appointments associated with all department new hires.
- Notifies Washington State Criminal Justice Training Commission (CJTC) about newly-hired and separated employees; registers entry-level police and custody officers for CJTC Academy.
- Arranges travel associated with department training and background investigations.
- Composes and/or takes dictation, transcribes (as needed), types, reviews, and proofreads a variety of correspondence, memoranda, investigative reports, contracts, meeting minutes, and other documents related to this position.
- Schedules interviews associated with internal affairs investigations and assists in ensuring investigative timelines are met.
- Compiles and assembles information into reports for presentation to command staff.
- Assists in analyzing data related to complaints against officers, use of force applications, and police pursuits.
- Coordinates arrangements for meetings, promotional testing, and training, including reserving space, contacting participants, preparing agendas, taking minutes, and handling follow-up procedures.
- Orders office supplies and special equipment for internal training. Processes all related purchase receipts.
- Responds to public records requests specific to internal investigations and/or the work of the Office of Professional Standards; ensures responses are responsive and complete. Applies exemptions and redaction of information in different formats (physical and digital), including audio and video records that may be exempt from disclosure, using specialized software.
- Plans, organizes, maintains comprehensive and confidential departmental records and information systems; assists in removing and destroying records according to legal retention requirements.
- Completes city mail run, as needed.
- Provides back-up to the Confidential Administrative Associate as needed.
Qualifications
A combination of the experience, education, and training listed below which provides an equivalent background to perform the work of this position.
Experience:
- Two years of experience as an administrative assistant.
- Experience in a law enforcement environment and/or processing public disclosure requests preferred.
Education and Training:
- High school diploma or GED.
- Associate’s degree with legal, administration or secretarial science coursework preferred.
Licenses or Certificates:
- Must possess, or have the ability to possess within one month of hire date, a Washington State Driver’s License.
- Must possess, or have the ability to possess within three months of hire date, a Washington State Notary license.
Other:
- Must successfully pass an extensive background check.
- Must successfully pass a polygraph exam.
Work Environment
The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the essential functions of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must frequently lift up to 10 pounds; occasionally lift and/or move 10 to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. This position works in an office, and the noise level in the work environment is usually low to moderate.
This position description generally describes the principal functions of the position and the level of knowledge and skills typically required. It does not constitute an employment agreement between the employer and employee, and it is subject to change as the needs of the employer and the requirements of the job change.
Non-union
The City of Marysville offers a comprehensive benefit package for regular full-time employees.
Regular part-time employees may be eligible for medical and dental coverage; however, they are not eligible for vision coverage. Their spouses and dependents are not eligible for health insurance coverage.
[Note: Represented employees may receive some or all of the benefits listed below based on their union contracts. Those employees should consult their union agreements for specific information about their benefits]
Insurance Benefits:
- Medical - choice of Premera Blue Cross or Kaiser Permanante.
- Employer pays 100% of employee's monthly premiums and 90% of dependent/qualified domestic partner's premiums.
- Vision
- Dental
- Employee Assistance Program
- Dual Insurance Incentive Program
- Vacation and Holiday Pay
- Sick Leave
- Jury Duty/Military Leave
- State of Washington State Department of Retirement Systems (DRS)
- 457 Deferred Compensation (voluntary)
- HRA/VEBA plan
- Optional plans for life insurance, disability, and accident coverage
- Flexible Spending Account Plan
- Direct Deposit
- Credit Union Membership
