Police Secretary - Civil Service Position job in Mount Vernon

SALARY RANGE:   $3,934 to 4,828 (2020 Rates) / FSLA Non-Exempt

JOB SUMMARY:

This is a non-uniformed employee performing a variety of clerical and secretarial functions with an emphasis on confidentiality. This position is responsible for the accurate documentation of management projects and involvements, both internal and external to the Department. This position requires problem-solving ability, self-initiative, and the ability and willingness to work considerable time without direct supervision.

ESSENTIAL FUNCTIONS: This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Essential duties and responsibilities may include, but are not limited to, the following:

1. Transcribing administrative documents involving internal affairs, policy, training, hiring, statements of goals and objectives, budgets, etc.

2. Transcribe investigative case reports including statements, affidavits of probable cause, PA referrals, search warrants, arrest warrants, follow-ups, memos, etc.

3. Prepare formal letters and internal correspondence.

4. Manage training files.

5. Prepare applications for and schedule training.

6. Work with employee personnel files.

7. Receive and route all incoming and outgoing mail.

8. Calculate payroll in absence of the Records Manager.

9. Day to day secretarial and clerical duties for multi-jurisdictional policing efforts under the control and direction of the Department:
    a. Budget control,
    b. Billings,
    c. Routing of funds,
    d. Disbursement of operating funds to personnel,
    e. Balance expense ledger,
    f. Inventory tracking,
    g. Schedule and attend Seizure Hearings,
    h. Schedule and manage auctions,
    i. Computerized data management,
    j. Schedule meetings,
    k. Receive and record incoming information from citizens,
    l. Place and receive telephone calls for personnel.

10. Prepare formal letters and other correspondence for investigative staff.

11. Receptionist for administrative and investigative offices.

12. Photocopy reports and other documents.

13. Input and retrieve information from ACCESS computer.

14. Input and retrieve information from Department computer.

15. Place and receive telephone calls for administrative and investigative personnel.

16. Create and update Department forms.

17. Order supplies and equipment for Department.

18. Other secretarial duties as needed.

QUALIFICATIONS:
• High school diploma or GED.
• Previous administrative support experience is preferred.
• Minimum of 18 years of age.
• US Citizen.
• Valid Washington State Driver’s License.
• Must be able to successfully pass the following:
      o Written Civil Service Examination
      o Oral Civil Service Examination
      o Background Check
      o Polygraph
      o Medical Examination including psychological.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of:
• Principles and practices of filing and records processing.
• Proficient computer operation skills and experience with a variety of software programs including Microsoft products and spreadsheets as well as department specific programs.

Skills in:
• Assessing and prioritizing multiple tasks, projects, and demands;
• Meeting critical time deadlines;
• Establishing and maintaining cooperative working relationships;
• Communicating effectively both orally and in writing;
• Strong customer service skills.

Ability to:
• Work varied hours as the need arises.
• Meet the public and respond to requests for service in a courteous and professional manner;
• Compose documents in a clear, grammatically correct, organized manner; logically detailed in terminology and paraphrasing;
• Maintain quality working relationships with other City employees and other agencies’ personnel;
• Maintain composure when interacting with angry or upset individuals;
• Operate a variety of office machines including a photocopier;
• Keyboard 65 WPM with an emphasis on accuracy is preferred.
• Work under pressure and meet deadlines.

APPLICATION PROCESS:
Interested applicants must submit a cover letter and resume with their application. Please visit www.mountvernonwa.gov/jobs to apply online. Applications must be received no later than 11:59 pm on Sunday, June 20, 2021. For additional information, or a complete job description, please contact Human Resources at mvhr@mountvernonwa.gov.

ANTICIPATED PROCESS TIMELINE:
June 20                             Position closes
June 24 to June 30        Online written test window
July 12 and July 13        Oral Boards (top 15 candidates)
July 21                              Civil Service Commission review eligibility list
July 26                              Polygraph
July 29 to August 18      Background and Medical
September 1                    Anticipated start date

The City of Mount Vernon provides and enforces a drug free workplace
and maintains a smoke free work environment.
The City of Mount Vernon is an Equal Opportunity Employer.