What are the responsibilities and job description for the Administrative Specialist - Police Department position at City of Poulsbo?
JOB
To apply: Candidates are invited to submit an employment application, resume, and letter of interest to:
City of Poulsbo
Attn: Human Resources
200 NE Moe St, Poulsbo, WA 98370
or via e-mail to humanresources@cityofpoulsbo.com.
The position closes on Tuesday, June 18, 2024, at 4:00 pm. Candidates will be contacted for interviews via e-mail. Interviews will be held at Poulsbo City Hall on June 28, 2024. Finalist(s) will be required to complete a Criminal History Background Check.
Contact information: Deanna Kingery, HR Manager, dkingery@cityofpoulsbo.com or 360-394-9705.
General Scope of Work:
The Police Administrative Specialist uses independent judgment based on technical knowledge while maintaining adherence to local, state, and federal regulations in performing advanced, specialized work to support the activities of the police department and the services provided therein.
Job Duties and Responsibilities:
The job duties and responsibilities set forth in this document do not represent a complete or exclusive list of duties. The Specialist is expected to perform any job-related tasks assigned to him/her by the Senior Police Administrative Specialist, the Support & Professional Services Manager or Chief of Police.
Police Administrative Specialist duties require performance of a variety of routine daily tasks, which include but are not limited to:
Office Procedures
Assist public at counter, by telephone and via email
Process department mail
Facilitate authorized purchases on behalf of the department
Fingerprinting of the general public via Livescan submission
Perform records checks for other law enforcement and authorized agencies
Maintain adequate supply inventory for administrative needs
Maintain department webpage and social media accounts as directed
Assist specialty units within the departments with general administrative tasks
Assist with training and cross-training other staff to ensure the accurate and timely performance of all routine tasks
Records Management and Dissemination
Process and reconcile parking infractions and e-tickets
Receive, prepare, process, and distribute approved case reports
Receive, scan, attach and retain (if applicable) all supplemental case documents
Review, ensure accuracy, and make corrections for accurate NIBRS reporting
Responsible for accuracy of data entered and maintained within Records Management System
Maintain and ensure complete and accurate case documents (electronic and/or original paper)
Ensure timely and accurate destruction of records and maintain documentation of such
Receive, log, monitor and review all public requests for records and respond in a timely manner as mandated by law
Ensure proper dissemination when responding to records requests; these often require extensive research of RCW’s, considerable knowledge-based training, legal input, and various outside resources as needed
Firearms
Facilitate all mandated checks and interpret results received for all concealed pistol license applications to allow/disallow licensing within the legally mandated timeframe
Facilitate all mandated checks and interpret results received for all requests received by individuals who wish to have a surrendered firearm released back to them
Warrants, Protection Orders and Other WACIC/NCIC Entries
Enter, verify, modify, and removal of all entries made in WSP ACCESS in strict adherence to WACIC/NCIC policies and procedures. These include Bench Warrants, Protection Orders, Stolen Articles, No Contact Orders and Officer Safety Files.
Perform self-audits on a frequent interval to ensure accuracy and secure compliance
Potential assignment as the department Technical Agency Coordinator for WSP ACCESS:
This assignment administers re-certification of departmental employees and is responsible for the accuracy of all entries made into WACIC/NCIC. This assignment administers self-audits and oversees the tri-annual audit done by WSP.
Evidence/Property Room
Respond to evidence/property inquiries of the general public and official authorities to include identification, location, and possible dissemination of such items
Advises departmental personnel on packaging, documenting, and submitting evidence/property materials for storage and integrity
Maintains supply inventory of appropriate packaging supplies
Enter, retrieves information from WACIC/NCIC computer database relating to person, vehicle, and firearm information
Communicates with courts, prosecutors, businesses, other agencies, and private citizens regarding issues relating to evidence/property
Maintains accurate electronic evidence record-keeping system to include on hand inventory, disposition history and interagency transfers
Potential assignment as the Evidence/Property Room Lead:
Maintain physical security/control/disposition of all evidence/property to include high value items such as controlled substances, currency, and firearms
Document and execute, in conjunction with designated witnesses/supervisors, the physical destruction of items and destroys, in accordance with policies/procedures
Document and prepare items for auction that are legal and have value which are forfeited by court, unclaimed by owners, or ownership is undetermined through commercial agents, and working in collaboration with city Finance Department
Manages bio-hazardous waste materials, storage, and destruction
Responsible for maintaining continuous chain of custody of evidence/property including appropriate signatory requirements
Prepare and transmit evidence to State Crime Laboratory for forensic analysis as requested by officers and prosecutors to include preparation of formatted forensic requests; upon completion, receive and distribute analysis results
Knowledge, Skills and Abilities:
Knowledge of file maintenance procedures and filing systems
Knowledge of computer systems and software programs (Office365)
Knowledge of basic accounting in order to process reconciliations and payables
Ability to operate computer equipment with sufficient speed and accuracy as to be able to produce the proper output on schedule
Ability to work effectively both independently as well as in a team environment
Ability to communicate clearly and concisely, both orally and in writing
Ability to maintain absolute confidentiality of work-related issues and city information
Ability to make critical decisions with minimal supervision
Ability to complete multiple tasks within prescribed timeframes and prioritize tasks accordingly
Ability to work with the public in a stressful environment and be able to make decisions and maintain composure in situations which could be volatile
Possess an excellent attention to detail
Understand and follow Police Department policies, procedures, codes and other rules and regulations related to work assignments, including City personnel rules and procedures
Obtain WSP ACCESS Certification and retain through testing bi-annually
Establish and maintain effective working relationships with all those contacted within the course of work
Working Conditions:
Work is primarily performed in an office setting with extensive work performed at a computer workstation and involves repetitive motions. The environment includes a normal range of noise and other distractions working around standard office equipment. This position has the potential to be exposed to adverse weather conditions, chemical agents, bio-hazardous materials, hostile individuals, weapons and potentially exposed to graphic information regarding criminal cases. Attendance at meetings may require working evening hours or traveling outside the area. This position may occasionally operate a city vehicle.
Evidence/Property Room Lead work is performed in an enclosed, windowless room and garage area. Additionally, employees may be exposed to controlled substances and blood-borne pathogens of a potentially hazardous nature. Occasionally, employees will be required to transport evidence/property as directed and perform shift work. Sitting and/or standing may be required for extended periods of time while performing these duties. Moderate heavy lifting may also be required (50 pounds).
Experience and Training:
High School diploma or GED equivalent required
Associate of Arts (AA) degree with emphasis on police science, law enforcement, criminal justice administration, public administration, and/or business or office administration or related field preferred but not required
Three (3) years of experience working in the legal or police field OR
Any combination of education and experience which provides the applicant with the desired skills, knowledge and ability required to perform the job.
Licenses and other Requirements:
Pass a criminal background check prior to appointment to the position
Pass a polygraph examination prior to appointment to the position
Possess a valid WA State Driver’s License or obtain within one (1) month of employment
Possess a current WSP ACCESS Certification Level 2 or obtain within six (6) months of employment
To apply: Candidates are invited to submit an employment application, resume, and letter of interest to:
City of Poulsbo
Attn: Human Resources
200 NE Moe St, Poulsbo, WA 98370
or via e-mail to humanresources@cityofpoulsbo.com.
The position closes on Tuesday, June 18, 2024, at 4:00 pm. Candidates will be contacted for interviews via e-mail. Interviews will be held at Poulsbo City Hall on June 28, 2024. Finalist(s) will be required to complete a Criminal History Background Check.
Contact information: Deanna Kingery, HR Manager, dkingery@cityofpoulsbo.com or 360-394-9705.
General Scope of Work:
The Police Administrative Specialist uses independent judgment based on technical knowledge while maintaining adherence to local, state, and federal regulations in performing advanced, specialized work to support the activities of the police department and the services provided therein.
Job Duties and Responsibilities:
The job duties and responsibilities set forth in this document do not represent a complete or exclusive list of duties. The Specialist is expected to perform any job-related tasks assigned to him/her by the Senior Police Administrative Specialist, the Support & Professional Services Manager or Chief of Police.
Police Administrative Specialist duties require performance of a variety of routine daily tasks, which include but are not limited to:
Office Procedures
Assist public at counter, by telephone and via email
Process department mail
Facilitate authorized purchases on behalf of the department
Fingerprinting of the general public via Livescan submission
Perform records checks for other law enforcement and authorized agencies
Maintain adequate supply inventory for administrative needs
Maintain department webpage and social media accounts as directed
Assist specialty units within the departments with general administrative tasks
Assist with training and cross-training other staff to ensure the accurate and timely performance of all routine tasks
Records Management and Dissemination
Process and reconcile parking infractions and e-tickets
Receive, prepare, process, and distribute approved case reports
Receive, scan, attach and retain (if applicable) all supplemental case documents
Review, ensure accuracy, and make corrections for accurate NIBRS reporting
Responsible for accuracy of data entered and maintained within Records Management System
Maintain and ensure complete and accurate case documents (electronic and/or original paper)
Ensure timely and accurate destruction of records and maintain documentation of such
Receive, log, monitor and review all public requests for records and respond in a timely manner as mandated by law
Ensure proper dissemination when responding to records requests; these often require extensive research of RCW’s, considerable knowledge-based training, legal input, and various outside resources as needed
Firearms
Facilitate all mandated checks and interpret results received for all concealed pistol license applications to allow/disallow licensing within the legally mandated timeframe
Facilitate all mandated checks and interpret results received for all requests received by individuals who wish to have a surrendered firearm released back to them
Warrants, Protection Orders and Other WACIC/NCIC Entries
Enter, verify, modify, and removal of all entries made in WSP ACCESS in strict adherence to WACIC/NCIC policies and procedures. These include Bench Warrants, Protection Orders, Stolen Articles, No Contact Orders and Officer Safety Files.
Perform self-audits on a frequent interval to ensure accuracy and secure compliance
Potential assignment as the department Technical Agency Coordinator for WSP ACCESS:
This assignment administers re-certification of departmental employees and is responsible for the accuracy of all entries made into WACIC/NCIC. This assignment administers self-audits and oversees the tri-annual audit done by WSP.
Evidence/Property Room
Respond to evidence/property inquiries of the general public and official authorities to include identification, location, and possible dissemination of such items
Advises departmental personnel on packaging, documenting, and submitting evidence/property materials for storage and integrity
Maintains supply inventory of appropriate packaging supplies
Enter, retrieves information from WACIC/NCIC computer database relating to person, vehicle, and firearm information
Communicates with courts, prosecutors, businesses, other agencies, and private citizens regarding issues relating to evidence/property
Maintains accurate electronic evidence record-keeping system to include on hand inventory, disposition history and interagency transfers
Potential assignment as the Evidence/Property Room Lead:
Maintain physical security/control/disposition of all evidence/property to include high value items such as controlled substances, currency, and firearms
Document and execute, in conjunction with designated witnesses/supervisors, the physical destruction of items and destroys, in accordance with policies/procedures
Document and prepare items for auction that are legal and have value which are forfeited by court, unclaimed by owners, or ownership is undetermined through commercial agents, and working in collaboration with city Finance Department
Manages bio-hazardous waste materials, storage, and destruction
Responsible for maintaining continuous chain of custody of evidence/property including appropriate signatory requirements
Prepare and transmit evidence to State Crime Laboratory for forensic analysis as requested by officers and prosecutors to include preparation of formatted forensic requests; upon completion, receive and distribute analysis results
Knowledge, Skills and Abilities:
Knowledge of file maintenance procedures and filing systems
Knowledge of computer systems and software programs (Office365)
Knowledge of basic accounting in order to process reconciliations and payables
Ability to operate computer equipment with sufficient speed and accuracy as to be able to produce the proper output on schedule
Ability to work effectively both independently as well as in a team environment
Ability to communicate clearly and concisely, both orally and in writing
Ability to maintain absolute confidentiality of work-related issues and city information
Ability to make critical decisions with minimal supervision
Ability to complete multiple tasks within prescribed timeframes and prioritize tasks accordingly
Ability to work with the public in a stressful environment and be able to make decisions and maintain composure in situations which could be volatile
Possess an excellent attention to detail
Understand and follow Police Department policies, procedures, codes and other rules and regulations related to work assignments, including City personnel rules and procedures
Obtain WSP ACCESS Certification and retain through testing bi-annually
Establish and maintain effective working relationships with all those contacted within the course of work
Working Conditions:
Work is primarily performed in an office setting with extensive work performed at a computer workstation and involves repetitive motions. The environment includes a normal range of noise and other distractions working around standard office equipment. This position has the potential to be exposed to adverse weather conditions, chemical agents, bio-hazardous materials, hostile individuals, weapons and potentially exposed to graphic information regarding criminal cases. Attendance at meetings may require working evening hours or traveling outside the area. This position may occasionally operate a city vehicle.
Evidence/Property Room Lead work is performed in an enclosed, windowless room and garage area. Additionally, employees may be exposed to controlled substances and blood-borne pathogens of a potentially hazardous nature. Occasionally, employees will be required to transport evidence/property as directed and perform shift work. Sitting and/or standing may be required for extended periods of time while performing these duties. Moderate heavy lifting may also be required (50 pounds).
Experience and Training:
High School diploma or GED equivalent required
Associate of Arts (AA) degree with emphasis on police science, law enforcement, criminal justice administration, public administration, and/or business or office administration or related field preferred but not required
Three (3) years of experience working in the legal or police field OR
Any combination of education and experience which provides the applicant with the desired skills, knowledge and ability required to perform the job.
Licenses and other Requirements:
Pass a criminal background check prior to appointment to the position
Pass a polygraph examination prior to appointment to the position
Possess a valid WA State Driver’s License or obtain within one (1) month of employment
Possess a current WSP ACCESS Certification Level 2 or obtain within six (6) months of employment
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