Police Support Administrative Assistant (LTE)

Come Join the City of Bellevue!

Please fill out your application as fully as possible. The City evaluates candidates based on the information provided in the online application only. Do not submit resumes and cover letters. Read the Hiring Process section below to learn more.

New hires typically receive between minimum and midpoint however we may go slightly higher based on experience internal equity and market.

Job Summary

The Bellevue Police Department is hiring an Administrative Assistant. This position is a 3-Year Limited Term position.

This position provides administrative support to the Police Departments Personnel Services Unit (PSU) which oversees recruiting hiring and training of police employees. The primary responsibilities include but are not limited to managing and maintaining PSU scheduling functions and assisting with data entry tracking and documentation related to the pre-hire and training processes such as background investigations onboarding preparation and pre-employment information carrying out these duties the role requires intermediate to advanced administrative skills and technical knowledge of PSU operations this work is quasi-professional rather than strictly clerical. The incumbent is expected to be proficient in most functional areas of the unit and may serve in a lead capacity for ongoing work or special projects supporting the effective operation of PSU systems and relieving professional staff of detailed technical and administrative tasks.

This position provides administrative and clerical support to the Personnel Services Unit of the Police Department. The Personnel Services Unit (PSU) is responsible for police employee recruiting hiring and training. The primary focus of this role will be managing and maintaining scheduling functions for the Personnel Services Unit as well as assisting with data entry tracking and documentation associated with the pre-hire process & department training including but not limited to background investigations onboarding preparation and processing pre-employment information.

The incumbent will be trained to serve as backup to existing administrative staff within the Personnel Services Unit to ensure continuity of operations during periods of leave high workload or operational demand. Secondary functions include but are not limited to additional clerical duties necessary to support personnel processes meeting coordination record maintenance customer service tasks and other administrative responsibilities that ensure efficient unit operations.

The incumbent assists staff in completing a thorough history/criminal history background check on Police Department applicants and others relevant to the hiring process by utilizing various databases internet resources and government/municipal/law enforcement/education sources.

Essential Duties and Responsibilities

• Assists Police Training Sergeant with coordination and scheduling of internal and external police training including enrollment updating and management of training records and transcripts for personnel and other administrative or reporting requirements related to department training activities and records.
  Processes and runs applicant and other hiring-process background checks by: sending electronic background packet to applicants; putting together applicant binders; reviewing applicant packets; filling out criminal history check off sheets; searching various law enforcement government and internet databases for history pertinent to the employment hiring process; performing additional research on information received from these sources (if necessary); faxing records check requests to all involved agencies and verifying responses received; and forwarding all information and paperwork to the background detective and advising detective of any noteworthy items.
  Assists with scheduling of training for new officers including coordinating with the Criminal Justice Training Commission to enroll new recruits into Basic Law Enforcement Academy training.
  Provides assistance to and backup coverage to the PSU unit administrative assistants as needed including but not limited to: checking date stamping and distributing mail in Records; assisting personnel who come into the office or transferring their calls; unlocking/locking vendor and training file cabinets and wall key box; checking fax machine; receiving delivery orders and placing orders as needed; facilitating Procard/credit/gas card purchases and/or checking out as necessary; and assisting with urgent/unanticipated training and travel requests.
  Receives and processes uniform and equipment order requests by coordinating measurements with employees and vendors including placing orders entering into the uniform database for tracking purposes double checking packing slip and invoice for accuracy and approving for payment; coordinating alterations if needed.
  Issues all uniforms/equipment to employees including locker if applicable.
  Creates employee uniform and equipment files for new police officers and police support officers.
  Maintains equipment database by entering equipment information and serial numbers into the database with current location and status.
  Updates uniform and equipment databases with uniform status changes and updates employee files with issued equipment list.
  For staff promotions: coordinates uniform modifications and orders dress uniforms processes promotional certificates updates ID cards and updates uniform/equipment databases.
  For awards and certificates: maintains templates; prints awards/certificates as required; and maintains inventory supply of award certificates medals pins seals and presentation/protective covers. Orders awards/certificates as needed from vendor and/or print shop.
  Operates a PC to view enter edit format revise print process and distribute information; planning creating and producing a variety of written materials such as forms correspondence manuals contracts agreements articles lists invoices charts matrices reports records schedules templates models and other documents of similar complexity.

Supervision Received and Exercised :

• The incumbent works under the general supervision of the commander of the Personnel Services Unit.
• The incumbent is expected to use judgment and initiative in selecting the most effective work methods/tools and determining a proper course of action or how best to produce a desired outcome/result. Answers to problems may not always be readily available or apparent requiring searching out precedent or historical practice.
• Opportunity to exercise independent judgment in decision-making within the context of existing policies procedures and precedents. Decisions are made between a range of choices but situations are typically recurring or similar. Decisions involving the interpretation of unclear guidelines or major departure from existing standards or procedures are discussed with the supervisor before action is taken.

Qualifications

Knowledge Skills Abilities and Competencies

• Ability to achieve and maintain ACCESS Level II certification; NIMS and IS-700.A certification.

• Proficiency in the operation of office machines/equipment Microsoft Office Suite & Services: Outlook Word Excel PowerPoint Access Teams InfoPath OneDrive Sharepoint.
• Proficiency in the use of: WebMSS DAPS DISCIS/SCOMIS LINX Entersect RAIN Selective Service VisiNet CommandPoint New World LEA (uniform equipment and training databases) and various internet sites.
• Ability to exercise good judgment and decision-making ability.
• Ability to interact effectively with all divisions sections units and ranks within the Police Department and other City of Bellevue departments in a collaborative manner.
• Ability to interact with vendors and suppliers in a collaborative manner.
• Understands and applies oral and written instructions to produce a desired result.

• Identifies and articulates non-compliance with standards and procedures.

• Keeps abreast of changes in policies programs procedures standards and regulations applicable to the work of PSU.

Education Experience and Other Requirements

• High school diploma or equivalent combination of education and experience.
• Four years of progressively responsible related office support or clerical work experience is preferred.

Additional Requirements:

• Due to the critical and high-security nature of police work top candidates must pass a polygraph drug test and thorough background investigation.
• Applicants must be 18 years of age who can read and speak fluent English and either:
  • A US citizen or
  • A lawful permanent resident or
  • A Deferred Action for Childhood Arrivals (DACA) recipient with employment authorization from USCIS.

Supplemental Information

Physical Demands
The physical demands and work environment 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 involves walking; talking; hearing using hands to handle feel and operate objects tools or controls; and reaching with hands and arms.
• Some light lifting bending and climbing is required.
• Vision abilities required by this job include close vision and the ability to adjust focus.
• The employee may be required to push pull lift and/or carry up to 40 pounds.
• The noise level in the work environment is usually moderately quiet.

Limited Term Employee (LTE) :
A fully benefited employee appointed to serve in a position scheduled to work a minimum of 30 hours a week for a specific project with a specific ending date which is anticipated to last more than five months but in no event longer than three consecutive years (36months).

Drug Use
The use of illegal drugs referred to in this acknowledgement means the use of drugs which are unlawful under the provisions of the Uniform Controlled Substances Act in this state or its equivalent in any other jurisdiction. (Misuse of Prescription drugs will be reviewed on a case-by-case basis.) Simple possession of most of the following substances will be considered on a case-by-case basis and may be grounds for disqualification. Note that any use or abuse of drugs may be grounds for disqualification or contribute to rejection during the background investigation; these are merely the automatic disqualifiers. Please call the Personnel Services Unit before applying if you are unsure if the standard applies to you. The City of Bellevue is a Drug Free Workplace.

The following drug involvement will be disqualifying:
Usage:

• Any use of heroin
• Any possession or use of GHB or any other date rape drug including giving it to others
• Any use of any illegal drug within three years of application* (Excludes marijuana which is addressed below.)
• Misuse of Prescription drugs will be reviewed on a case-by-case basis.
• Any use of illegal drugs (other than marijuana) since applying to or while employed by any law enforcement agency (including military police agencies). Please note that while many states have decriminalized marijuana it is still federally illegal and police officers are expected to adhere to all laws and regulations on and off duty.

Distribution/Manufacturing/Sales:

• Any participation in or allowing of the manufacture selling offering to sell cultivation warehousing distribution holding or transporting for another transporting for sale or financing of any illegal drugs/narcotics within five years of application* including extraction and concentration of THC oils from marijuana for the production of honey wax dabs or any other THC concentrate
• Any distribution of illegal drugs or illegal distribution of marijuana since applying* to and/or while employed by any law enforcement agency (including military police agencies).

Forged/Abused Prescriptions:

• Any prescription forgery prosecuted undetected or otherwise within five years of application*

Criminal Violations
The following will be disqualifying:

• Any adult felony conviction.
• Any juvenile felony conviction within the past five years.
• Any misdemeanor conviction for a crime involving moral turpitude.
• Commission of any crime of violence including domestic violence.
• Commission of any sexual offense within the past five years.
• Any conviction of a felony crime at any time while employed in any capacity with a Law Enforcement Agency (including volunteer intern and reserve positions).
• Any single theft of property or money in excess of $100 value within the past five years.

HIRING PROCESS
The City evaluates candidates based on the information provided in the online application only. Do not submit resumes and cover letters. To evaluate all candidates fairly and equitably the City will make all applicants anonymous when we are screening the applications. We will redact information from our application such as your name address and other demographics. To help us please complete the online application form as fully as possible.

• Answer the Supplemental Questions when requested which can be found on the Questions tab of the Job posting.
• We do not accept resumes and cover letters during the anonymous application screening stage unless otherwise stated in the job description.
• Applicants advancing to the next stage may be required to provide a cover letter resume writing sample and references.

CONDITIONS OF EMPLOYMENT

• All candidates will be required to establish employment authorization and identity at the time of hire. The City is not able to sponsor work visas.
• All positions require the completion of references checks including at least one prior supervisor.
• Some positions may require completion of a criminal background checkprior to start employment
• Some positions may require obtaining a commercial drivers license (CDL) licensures or additional certifications.

At the City of Bellevue youll be part of a team committed to providing exceptional customer service upholding the public interest and advancing the community vision. The six essential and enduring principles that guide our individual actions our interactions and our decision making in the City of Bellevue organization is: Exceptional Public Service Stewardship Commitment to Employees Integrity Innovation and Diversity Equity & Inclusion. Youll work in an environment that is innovative collaborative future focused and committed to excellence. Bellevue welcomes the world. Our diversity is our strength. We embrace the future while respecting our past. Its what makes the City of Bellevue an exciting place to work live and explore.

Have we piqued your interest yet Come join our team! The City of Bellevue supports workplace diversity. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race color religion gender gender identity or expression sexual orientation marital status national origin genetic information disability age veteran status or any other protected status. Persons needing assistance with the application process may call the Human Resources Office at or .If you are invited to participate in the selection process and need ADA accommodations please notify HR before you are scheduled for an interview or testing.

The City of Bellevue participates in the E-Verify program. Learn more about the E-Verify program.

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Required Experience:

Junior IC