Administrative Coordinator - Police Department

Administrative Coordinator

The City of Everett is accepting applications on an open/competitive basis for one (1) appointive position to fulfill this body of work. Candidates in this position perform a variety of administrative support work that require the application of policies, procedures, rules and/or regulations; the gathering of relevant information and/or data; and the requirement to make frequent independent decisions related to Police Budget and Finance. The Everett Police Department is seeking a highly motivated individual with strong budget, finance, bookkeeping skills for the appointive position of Administrative Coordinator in the Everett Police Department's Budget and Finance Unit.

About the Department:

The Everett Police Department's Budget & Finance Unit plays a vital role in supporting the department's mission through responsible stewardship of public resources. Our team partners with department leadership, City agencies, and internal stakeholders to deliver accurate financial analysis, transparent budgeting, and efficient fiscal operations. The unit also oversees grant management, ensuring compliance, timely reporting, and effective use of grant-funded resources to support key public safety initiatives. We are seeking detail-oriented professionals who not only thrive in a dynamic environment but also bring strong technology skills that help modernize processes and support the continued growth of the department. The Everett Police Department offers opportunities for professional development, along with competitive pay, excellent benefits, and a secure retirement plan.

Why Everett?

Working for City government is personally rewarding for those looking to make an impact at the community level. As an employer, we advocate for employee professional growth and value work-life balance.

The City of Everett is proud to be an Equal Opportunity Employer, and our goal is to recruit and hire capable and engaged job candidates from a wide range of backgrounds. We are committed to creating and supporting an inclusive and welcoming environment for all employees.

The City provides excellent benefits, including medical, dental, vision, a retirement pension through Washington State Department of Retirement Systems, and basic life insurance plans. Employees will also accrue vacation, sick, and holidays throughout the calendar year. For more information on benefits for this position, click here: Appointive Benefit Guide

Job Description:

This job class performs a variety of administrative support work, often of a confidential nature and is distinguished from the Administrative Assistant job class in that responsibilities focus on the coordination of a functional area rather than the support of an individual or department. This class has ongoing assignments that require the application of policies, procedures, rules and/or regulations; the gathering of relevant information and/or data; and the requirement to make frequent independent decisions related to his/her area of assignment. This class is an entry level professional administrator and is considered the bridge to classifications within the professional and/or analyst classes. Incumbents must possess superior interpersonal and communication skills and have the ability to apply independent judgement to non-standard problems and situations. Work is reviewed for effectiveness via reports, projects and results obtained. Some assignments may require the supervision of other clerical or bargaining unit staff.

Illustrative Examples of Work:

• Coordinate and perform work relating to a the Budget and Finance Unit of the Everett Police Department; research and provide information to city employees, departments, citizens groups and/or the general public regarding city, department and/or division operations, policies and/or procedures.
• Provide support services such as forecasting, scheduling, gathering information, organizing documents and preparing case files consistent with applicable rules, policies and procedures. Assist in the development of policies and procedures if none are available for assignment.
• Assist in the establishment and maintenance of effective departmental work policies and procedures consistent with city policies relating to personnel, purchasing, contracting, budgeting, accounting, and other administrative matters.
• Screen office and telephone calls, respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities.
• Monitor expenses and keep records of all expenditures and revenues relating to assigned work orders and budgets; route all budget matters through proper channels.
• Utilize advanced word processing, spreadsheet and database modeling functions. Collect, compile and analyze information from various sources relating to the programs administered by the position or within the department; write reports which present and interpret data.
• May be responsible for organizing and assigning administrative functions such as clerical, payroll, grant accounting administration and budget work. Provide supervision and instruction to others on difficult or non-routine assignments.
• Establish and maintain files, records, and other information sources needed to support and document areas of assignment. Maintain records to comply with all city, state, and federal requirements.
• Compose and prepare reports, correspondence, memos, project timelines, worksheets, schedules, vouchers, requisitions and other documents as required.
• May obtain quotes from vendors for goods and services and administer procurement functions for assigned area.
• Perform related work and special projects as assigned.

Qualifications:

The following knowledge, skills and abilities are essential and critical to successful performance in this position:

• Knowledge of: Regulations, policies, procedures and services of the area of assignment.
• Accounting principles and practices and the basic principles of municipal finance.
• Accounting and budgeting software applications to include Spreadsheet and database applications.
• Modern office practices, procedures, and appliances.
• Research methods for report preparation and presentation.
• Grant application and administration processes.
• Public administration, charter provisions, ordinances and state laws governing municipal administration.
• State and Federal code and the ability to locate information contained in it.

Skill Level:

• Excellent interpersonal skills for establishing and maintaining effective working relationships with employees, other departments and city staff, city officials and the public.
• Excellent written and verbal communications skills.
• Positive and progressive customer service attitude and skills required.
• Proficient in the use of personal computers and other office equipment. Excellent skills in the use of data management and statistical software systems.

Ability to:

• Function independently in area of assignment; provide appropriate information, apply judgement and make decisions; incorporate new rules and regulations in the coordination of assignments, collection of confidential information and the maintenance of all applicable records.
• Analyze information and details in order to research, identify and apply data in preparing recommendations and reports.
• Review and evaluate complex data and make appropriate recommendations.
• Utilize advanced computer software programs including spreadsheet and database programs.
• Direct the work of other administrative staff as required.
• Conduct and/or attend public meetings/hearings before or after business hours.
• Establish and maintain cooperative and effective working relationships with co-workers, supervisors, other city staff, and the public.
• Relate to others in a professional, courteous and respectful manner.
• Maintain a work environment free of discrimination, harassment, and retaliation.
• Support diversity and multi-cultural understanding in the workplace.

Eligibility Requirements:

A combination of education and related experience may substitute for education requirements.

• A combination of education and related experience may substitute for education requirements.
• Associate's Degree in a related field including coursework in office management and/or computer software related to word processing, spreadsheets and/or databases
• 5 years of experience performing administrative office work of a progressively responsible and difficult nature, related experience or municipal accounting experience preferred.

Physical Demands/Working Conditions:

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.

• Work is performed primarily in an office environment under pressure and requires the ability to quickly adjust to changing priorities and demands.
• While performing the duties of this job, the employee is frequently required to sit, use a keyboard and telephone.

Recruitment Process:

All interested applicants are required to submit:

• City of Everett online employment application
• Resume (not to exceed two pages)

Special Requirements:

Successful completion of a polygraph examination, psychological evaluation, fingerprints and extensive background investigation.

Candidates will be contacted throughout this process via email and should periodically check their spam folders for messages filtered by their email providers.

Procedures/Deadline:

Application materials may be accessed via Completed applications must be submitted through the City's online application system. INCOMPLETE, FAXED, OR EMAILED APPLICATIONS WILL NOT BE ACCEPTED.

Filing Opens: 6/30/2025