Police Administrative Support Specialist

　　Salary

　　$56,680.00 - $68,889.60 Annually

　　Location

　　Tacoma, WA

　　Job Type

　　Classified

　　Job Number

　　0016-24

　　Department

　　Tacoma Police Department

　　Division

　　Police

　　Opening Date

　　01/24/2024

　　Closing Date

　　2/9/2024 5:00 PM Pacific

　　Description

　　Benefits

　　Questions

　　Position Description

　　The Tacoma Police Department (TPD) is actively seeking an independently-driven, dynamic, and detail-oriented individual for the role of Police Administrative Support Specialist. If you are passionate about administrative functions, public safety, and providing vital support to law enforcement personnel, this position is an excellent fit for you. Join our team and contribute to the smooth daily operations of TPD.

　　Key Responsibilities

　　Administrative Support: Provide crucial administrative support to department personnel, ensuring the seamless execution of daily tasks.

　　Document Management: Compose, review, and distribute correspondence, reports, and other documents. Maintain organized tracking and filing systems for both physical and electronic official departmental and external communications.

　　Customer Assistance: Effectively communicate with internal and external customers, addressing issues and fulfilling requests for information with professionalism and efficiency.

　　Public Disclosure Coordination: Coordinate public disclosure requests related to the assigned division, adhering to applicable law enforcement records policies and procedures. Maintain accurate records in compliance with legal requirements/standards.

　　Meeting and Project Support: Support bureau, division and/or committee meetings and projects by planning, scheduling, attending, producing minutes, and ensuring follow-up as required.

　　Event Planning: Independently plan/execute projects and special events of varied levels of complexity. Coordinate travel and training activities as needed, contributing to the overall success of the department.

　　Transcription: Skillfully transcribe case interviews and recordings, contributing to the documentation and analysis process.

　　Financial Support: Track budget reconciliation and invoice payments, ensuring financial responsibilities are handled accurately and efficiently.

　　Confidentiality: Maintain a high level of trust and confidentiality, as the position involves exposure to highly sensitive and confidential information.

　　If you are someone who thrives in a fast-paced environment, values public safety, and possesses excellent administrative skills, we encourage you to apply for this exciting opportunity with the Tacoma Police Department. Make a meaningful impact by supporting law enforcement and contributing to the safety of our community. Join us in fostering a secure and well-administered environment for all. Apply now!

　　Transforming Tacoma

　　The Tacoma Police Department is a proud participant in Transforming Tacoma; actively working to d evelop pragmatic, specific recommendations and reforms that the Tacoma Police Department and the City of Tacoma can implement to strengthen the Tacoma Police Department’s relationship with Tacoma’s community; ensure that the Tacoma Police Department’s activities and operations are safe, just, effective, lawful, and consistent with national, best, emerging, and transformational practices. For more information about this effort, please visit the Transforming Tacoma (https://www.cityoftacoma.org/government/city_departments/City_Managers_Office/transforming_tacoma) website.

　　City of Tacoma Commitment to Diversity and Inclusion

　　Tacoma's diversity is its greatest asset. Tacoma embraces its multi-cultural and multi-ethnic character. Communities of color and immigrant communities are fundamental to Tacoma's entrepreneurial spirit, workforce, and long-term success. In Tacoma, equity and empowerment are top priorities, meaning that all Tacoma residents must have equitable opportunities to reach their full potential and share in the benefits of community progress. We actively work to eliminate racial and other disparities and welcome candidates with diverse backgrounds and/or multicultural skill sets and experiences. Our goal is for Tacoma to be an inclusive and equitable place to live, work, and play.

　　Qualifications

　　MINIMUM QUALIFICATIONS

　　Graduation from high school or equivalent and a minimum of three (3) years of increasingly responsible administrative support experience.

　　This position is assigned to the Tacoma Police Department. Positions in this classification must pass a thorough background investigation and will include fingerprinting, a polygraph test, and pre-employment drug screening.

　　DESIRED QUALIFICATIONS

　　Previous work experience in or with law enforcement in a support or administrative role.

　　LICENSING, CERTIFICATIONS AND OTHER LEGAL REQUIREMENTS:

　　Criminal Justice Information Services (CJIS) and ACCESS certification is required within 30 days of appointment with recertification on a biennial basis.

　　Additional licenses, certifications, training and/or travel may be required.

　　Knowledge & Skills

　　KNOWLEDGE

　　Principles and practices of office and administrative management

　　Modern office practices, procedures, and equipment such as word processing, file/record management, and other office procedures and terminology

　　Government structure and process, budgeting, office technologies

　　Structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar

　　Strong oral and written communications skills

　　Interpersonal skills using tact, patience, and courtesy

　　Effectively direct work of others

　　The operation of an office and use of sound judgment in responding to requests and workplace situations to assist in resolution of issues

　　SKILLS

　　Quickly learn Police Department operations, policies, procedures, and terminology

　　Analyze situations accurately and adopt an effective course of action

　　Work independently and proactively with little direction

　　Perform complex administrative duties with efficiency and accuracy

　　Interpret, apply, and explain applicable laws, codes, regulations, policies, and procedures

　　Communicate effectively both orally and in writing

　　Understand and follow oral and written directions

　　Basic math skills required

　　Understand and work within scope of authority

　　Maintain records and prepare reports

　　Establish and maintain cooperative, effective, and professional working relationships with others

　　Meet schedules and timelines

　　Ability to multitask in a busy environment meeting critical timelines

　　Plan and organize work by managing multiple priorities

　　Type at 55 words net per minute from clear copy

　　Maintain complex confidential records and filing systems

　　Take notes quickly and accurately

　　Train and provide work direction to others as assigned

　　Operate modern office equipment such as a printer, computer, transcription equipment, copier, calculator, and adding machine

　　Transcribe material with speed and accuracy

　　Selection Process & Supplemental Information

　　To be considered for this rewarding career opportunity:

　　Interested individuals should apply online and attach a detailed resume and cover letter describing their responsibilities as it relates to the responsibilities of this position. NOTE: applications received without the required resume and cover letter will not progress in the selection process.

　　In order for your application materials to be considered, all information must be submitted by the closing date and time listed on this job announcement.

　　Applicants who meet the minimum qualifications will be invited to participate in an an online examination to assess their knowledge, skills, and abilities as they relate to the position. Applicants who receive a passing score will be placed on the eligible list for interview and hiring consideration.

　　Applicants who are separated or retired and are eligible for veterans scoring criteria (Veterans Preference) must attach a copy of their DD-214 member copy 4, (proof of military discharge form) at time of application, to be eligible for review for Veteran's Preference points.

　　Candidates who pass the background investigation may be given a conditional offer of employment and required to pass a polygraph examination and a pre-employment medical examination that will include a drug screening.

　　New employees must successfully complete a twelve-month probationary period prior to obtaining permanent status in this classification. This position is covered by a Labor Agreement between the City of Tacoma and Local 117.

　　Communication from the City of Tacoma:

　　We primarily communicate via email during the application process. Emails from cityoftacoma.org and/or governmentjobs.com must be placed on your safe domain list to ensure that you receive notifications in a timely manner. As a precaution, you may also want to check your junk email folders.

　　The online application system requires you to enter a substantial amount of information. Be prepared to spend at least an hour entering information. In order for your application materials to be considered, all information must be submitted by the closing date and time listed on this job announcement.

　　For assistance with the NEOGOV application process, questions regarding this job announcement, or if you are experiencing complications while applying, please contact the Human Resources office at 253.591.5400 by 3:00pm of the closing date of the job announcement. This will allow us to assist you before the job announcement closes.

　　The City of Tacoma provides excellent medical, dental and vision plans for the whole family; paid holidays and paid leave; participation in the Tacoma Public Employees' Retirement System (alternate plan for Police/Fire); continuing education and advancement opportunities and a growing variety of City-sponsored health and wellness opportunities and incentives.

　　Medical Coverage: For eligible employees and their families, including domestic partners and dependent children age 26 or younger.

　　Dental Coverage: For eligible employees and their families, including domestic partners and dependent children age 26 or younger.

　　Vision Coverage: For eligible employees and their eligible dependents.

　　Paid Leave: City employees are entitled to received paid holidays, sick/vacation leave or personal time off (PTO), depending upon union affiliation and appointment type.

　　Insurance Plans: Employees are covered by a long-term disability plan. Short-term and expanded long-term disability insurance plans are also available to employees. The State Industrial Insurance Act also covers employees.

　　Deferred Compensation: Income can be set aside on a pretax basis and invested for supplementation of normal retirement income.

　　Retirement: All employees of the City, except members of the Police and Fire services, Tacoma Rail and certain project employees, are included in the Tacoma Employees' Retirement System. Information on the Tacoma Employees' Retirement System can be found at www.cityoftacoma.org or by calling (253) 502-8200.

　　Other Employment Information

　　Direct Deposit: Employees are paid on a bi-weekly schedule by direct deposit.

　　Salary Increases: Based on satisfactory job performance, the City provides for a regular progression of salary increases for most classifications according to the salary schedule.

　　Union Affiliation: Many job classifications are covered by union security provisions which require union membership, dues, or payment of equivalent service fees.

　　Note: The provisions of this job announcement do not constitute an expressed or implied contract. Any provision contained herein may be modified and/or revoked without notice.

　　01

　　Responses to supplemental questions must be original content created by the applicant using their own words. Your responses to these questions may be assessed in subsequent examination parts. The use of online tools or resources to create responses, such as Artificial Intelligence (ChatGPT, etc.), Google, Bing, etc., or plagiarism in any form, is considered cheating and falsification of the application. I understand that any form of cheating or falsification will disqualify my application for further consideration.

　　Yes

　　No

　　02

　　Which of the following best describes your highest level of education?

　　No diploma/equivalent or degree

　　High School Diploma, GED or equivalent

　　Associate's Degree

　　Bachelor's Degree

　　Master's Degree or higher

　　03

　　How many years of increasingly responsible office/administrative support experience do you have?

　　No experience

　　Less than 1 year

　　1 year to less than 3 years

　　3 years to less than 5 years

　　5 or more years

　　04

　　Regarding your answer to Question# 3, how much of this previous work experience was with a law enforcement agency?

　　No experience in law enforcement

　　Less than 1 year

　　1 year to less than 3 years

　　3 or more years

　　05

　　How many years of experience do you have providing direct administrative support to management or executive-level employees (e.g., calendar management, records organization, prioritizing inquiries, preparing materials for approval)?

　　Less than 1 year

　　1 year to less than 3 years

　　3 years to less than 5 years

　　5 or more years

　　06

　　In which of the following areas do you have professional experience and/or training? Check all that apply.

　　Word

　　Excel

　　Outlook

　　PowerPoint

　　Access

　　SharePoint

　　Transcription software/devices

　　Document production

　　Procurement

　　Records Management

　　Public Disclosure Requests

　　Working in or with law enforcement

　　Working for a government agency

　　Record keeping

　　Customer Service

　　Planning and Organizing

　　None of the above

　　07

　　For each of the areas in Question #6 that you noted as having professional experience and/or training in, please briefly describe the experience and/or training and include where or how it was obtained. If you selected "None of the above" in Question #6, please note "N/A".

　　08

　　One of the City's Principles that guides us is Equity. Describe what equity means to you and describe any experience you have working with diverse groups of people.

　　09

　　Please tell us how you learned about this job opening.

　　Job Interest Card notification

　　Professional organization

　　Military organization

　　City of Tacoma employee

　　Online job board posting

　　Word of mouth

　　LinkedIn

　　Indeed

　　Careers in Government

　　Government Jobs

　　Outreach Event

　　African American Job Network

　　Asian Job Network

　　Latino Job Network

　　Retirement Job Network

　　Veteran Job Network

　　Other (please provide information below)

　　10

　　Please provide specific information regarding how you learned about this job opening. Thank you! Your feedback will be used to evaluate our success reaching the public and refine our methods for future job postings.

　　Required Question

　　Agency

　　City of Tacoma

　　Address

　　Human Resources Department 747 Market Street Tacoma, Washington, 98402-3764

　　Phone

　　253-591-5400

　　Website

　　http://www.cityoftacoma.org

　　Apply

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