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RECRUITMENT ANNOUNCEMENT - PORT TOWNSEND CIVIL SERVICE COMMISSION POSITION AND CIVIL SERVICE TESTING INFORMATION
POLICE CLERK
The Port Townsend Civil Service Commission will be accepting applications for the Police Clerk position through June 24, 2021. Following completion of the required Civil Service screening, testing and interview process, one applicant will be selected to fill a current job opening.
Note: Completed application, cover letter and resume are required. Applications submitted without cover letter and resume will not be considered. Applications not documenting the required 4 years of general office experience on the application form will not be considered.
Job Summary
Employees in this classification perform specialized clerical and secretarial tasks which are particular and unique to the support services section of the Police Department. Work requires typing of forms and other documents including reports, uniform crime reports, and operation of multi-level computers.
Please scroll down to view the complete Police Clerk job description. The position is full-time, (40 hours per week) and is a Civil Service, Teamsters Union position.
Salary Range: $25.43 - $28.87/hour DOQ, Wage Classification 13. Excellent benefits are provided.
Required Qualifications
Minimum of 18 years of age and high school graduate or GED and four years of general office experience. Placement in this position is subject to passing a criminal background investigation, including a polygraph exam, and passing a job-related Civil Service Examination. (Please see job description for full list of Required Qualifications.)
Testing Process
Application Scoring
Applications will be scored based on several job related factors including how closely they meet required qualifications, and work experience performing key essential duties. The results of this application scoring are not factored into the final score. This is instead an examination that must be passed in order to proceed to the next step, the written test/standardized exam.
Standardized Exam
Candidate application scores will be ranked and those with rankings of 1 through 8 will be invited via email to participate in the standardized testing process. As the City intends to limit testing to the top eight ranked candidates, in the event of a tie of application scores, the candidate with more years of relevant experience will be invited to continue in the process and take the standardized test.
The standardized examination will include questions related to but not limited to English usage, basic math, reading comprehension and clerical/office procedures. Minimum passing score is 75%. Up to the top eight (8) highest passing applicants will be eligible to move on to the next phase of the testing process, the Oral Board Panel Interview.
Oral Board Panel Interview
The panel interview will be scored by 3 evaluators and will include a series of questions to assess the applicant's communication skills, experience and performance criteria relevant to the position. Minimum passing score is 75%.
Test Scoring
Final scoring for each applicant will be calculated using 30% weight of the Standardized Exam score and 70% weight of the Panel Interview score. Veterans scoring criteria is applied as applicable. Final scores are ranked and approved by the Civil Service Commission as an employment eligibility list.
The five top scoring candidates on the employment eligibility list will be eligible for interview by the Chief of Police, with one candidate selected to fill the current job opening. The Police Clerk candidate must successfully pass a reference check. Following a conditional offer of employment, the Police Clerk candidate must pass a criminal background check and polygraph examination prior to hire. Additional successful applicants will be placed on an employment eligibility list which will be retained for six months.
Testing Schedule
Standardized Examination
Date: Friday, July 2, 2021
Time: 10:00 a.m.
Location: Cotton Building, 607 Water Street, Port Townsend
The standardized exam will take approximately 2 hours. Candidates who are deemed to have met the minimum required qualifications for the position will be invited to participate in the standardized testing process and must reserve a space. Candidates must wear a mask.
Panel Interview
Date: Monday, July 12, 2021
Time: As scheduled, following invitation
Location: To Be Determined (may be held remotely or onsite)
How to Apply
A fully completed Civil Service application, cover letter and resume are required and must be submitted online and received no later than Thursday, June 24, 2021. Applications submitted without cover letter and resume will not be considered. Applications not documenting the required 4 years of general office experience on the application form will not be considered.
Veterans Preference
In accordance with State law RCW 41.04.010, 41.04.005 certain veterans as defined in RCW 41.01.007 are eligible to receive a scoring criteria status in examinations. A scoring criteria status is the addition of a percentage to the "passing mark, grade or rating" received in a competitive examination by a veteran. All veterans' scoring criteria may be claimed UPON RELEASE FROM ACTIVE MILITARY SERVICE. If claiming Veteran's scoring criteria status, the Veteran's Scoring Criteria Status In Examinations Form and a copy of applicant's DD-214 must be provided with your application.
If you have questions about the testing process, please contact
Robin Hake, HR Manager at 360-379-5045.
THE CITY OF PORT TOWNSEND IS AN EQUAL OPPORTUNITY EMPLOYER
JOB SUMMARY
Employee in this classification performs specialized clerical and secretarial tasks which are particular and unique to the support services section of the Police Department. Work requires typing of forms and other documents including reports, uniform crime reports, and operation of multi-level computers.
Work requires considerable public contact involving patience, tactful and courteous treatment of the public, and efficient, accurate processing of transactions. Employee is responsible for knowledge of laws, rules and regulations, with regard to records and complaint processing. As office receptionist, answers phone calls and addresses walk in questions and/or refers to the appropriate department or individual for response. Performs a variety of related clerical details in accordance with modern secretarial procedures and practices.
Employee is expected to work with minimal supervision, exercise judgment in carrying out duties. Employee is confronted by many issues of a confidential nature and is expected to use discretion and maintain confidentiality.
Employee must be capable of functioning under hectic and stressful situations.
ESSENTIAL DUTIES AND RESPONSIBILITIES
• Perform general office duties such as typing, filing, bookkeeping, and other duties, as related to the data and records keeping functions, and to include the processing of timesheets and purchase orders.
• Receive walk-in complaints from the public in the absence of an officer. Receive telephone call complaints from the public. Answer and route routine incoming telephone calls for the Police Department and other agencies to assure that public needs are met.
• Maintain accountability for reports and other statistics as directed, including processing validations.
• Processes public records requests for the police department to comply with the Public Records Disclosure Act.
• May serve as ACCESS Terminal Agency Coordinator. Operate the “ACCESS” database system and become familiar with the formats to enter and obtain information from the Washington Crime Information Center (WACIC), the National Crime Information Center (NCIC), and the Department of Licensing (DOL), and other agencies as required.
• Ensure through posting, filing, and distribution that all data received via ACCESS is distributed to the appropriate personnel in accordance with Department procedures and guidelines.
• Prepare, and/or assist in the preparation of National Incident Based Reporting System and other related statistical reports.
• Issue permits and collect fees as assigned.
• Maintain records and files as assigned.
• Access computer aided dispatching and computerized records, maintain accurate computerized files.
• Maintain security of computerized records and files and release information to the public according to established law and procedures.
• Operate police base station radio for communication with field officers.
• Compose letters and reports from brief instructions or notes or on own initiative.
• Review the file system on an ongoing basis to maintain an orderly filing scheme. Makes necessary adjustments to the systems. Keep administrative file system books for all staff members up to date. Develop and maintains adequate purging system. Trains employees in the use of the files, codes, and filing system.
• Operate computer equipment, including personal computer and larger system. Perform word processing, spreadsheets, data base, electronic mail, criminal reporting, and other applications and is responsible for data entry of police reports.
• Assist with the proper and timely dissemination and routing of correspondence.
• If assigned, maintain the Evidence Room in compliance with police department policy and procedures including but not limited to:
• Packaging evidence for submittal to crime labs
• Prepare crime lab requests
• Secure evidence within the evidence room
• Purge evidence and property from the evidence room
• Participate in annual audits of the evidence room and processes
• Prepare reports for the Chief of Police or designee
• Handle bio-hazardous materials, large sums of cash or monetary instruments, firearms and other weapons, etc.
• Maintain current list of employees and persons holding Port Townsend City Police commission and maintains personnel numbers.
• Order office supplies as necessary.
• Perform other administrative support functions as assigned by the Chief of Police.
KNOWLEDGE, SKILLS AND ABILITIES
• Demonstrated knowledge of the operation of fundamental office equipment including but not limited to copy machines, and multi-level computers.
• Ability to type accurately and rapidly.
• Ability to deal with the public in a pleasant, tactful, and courteous manner.
• Ability to complete clerical transactions rapidly and accurately.
• Ability to read, understand, and execute written and oral instructions.
• Ability to read, understand, and apply laws, standards and regulations.
• Ability to function efficiently, effectively, and remain calm under varied high-stressed situations.
• Ability to speak with a clear, concise, and well-modulated voice.
• Demonstrated knowledge of basic English composition, spelling, and grammar.
• Ability to handle multiple tasks and meet a variety of deadlines
• Ability to operate motorized vehicles
• Strong customer service focus including demonstrated experience serving a wide variety of people
• Good communication skills
• Demonstrated ability to multi task and prioritize in a busy and sometimes stressful environment
• Proficient word processing and data entry skills
• Strong accuracy and attention to detail
QUALIFICATIONS
Required
• Minimum of 18 years of age
• High school graduate or GED
• Four years of general office experience
• Submit to and pass a thorough background investigation including a polygraph examination
• No felony convictions
• No convictions or misdemeanor involving moral turpitude
• Pass a job related Civil Service examination.
WORKING CONDITIONS
Duties are performed primarily in an office environment with sitting for long periods of time, utilizing standard office equipment and personal computer. The noise level in the work environment is usually moderately quiet. May be required to deal with upset customers. This position typically requires movement around the office, reaching, pushing, grasping, finger dexterity, hearing, seeing and repetitive motions. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
The physical demands 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.
OTHER CITY REQUIREMENTS
• Punctual and consistent attendance
• Possess a Washington Drivers License and maintain a driving record acceptable to the City’s insurance carrier.
• Dress and grooming appropriate to the position.
• Safety attire, equipment and practices appropriate to the position.
• Deal tactfully and courteously with the public.
• Establish and maintain effective working relationships with fellow employees
The City of Port Townsend is an equal employment opportunity employer. The City employs, retains, promotes, disciplines and otherwise treats all employees and job applicants strictly on the basis of job-related qualifications and competence. These policies and all employment practices shall be applied without regard to any individual's sex, race, color, creed, religion, national origin, sexual orientation (including gender identity), pregnancy, age, marital status, military status, disability, genetic information, or any other characteristic protected by law.
This job description in no way implies that these are the only duties to be performed. The employee occupying the position will be required to follow any other job-related instructions and to perform any other job related duties requested by their supervisors.
This job description does not constitute an employment agreement between the City and the employee and is subject to change as the needs of the City and requirements of the job change.
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