Administrative Coordinator

Summary The Administrative Coordinator performs a wide variety of complex, confidential, and responsible administrative, analytical, and program coordination duties in support of the Sheriff's Office command staff. Reporting to the Undersheriff, the position provides executive-level administrative support while coordinating community-oriented policing initiatives, crime prevention programs, volunteer services, community outreach, and special projects that enhance public safety and strengthen community partnerships. The Administrative Coordinator administers specialized law enforcement software systems, maintains confidential personnel, training, and investigative records, ensures records retention compliance, and prepares statistical reports, analyses, and other documents to support operational planning and decision-making. Summary The Administrative Coordinator performs a wide variety of complex, confidential, and responsible administrative, analytical, and program coordination duties in support of the Sheriff's Office command staff. Reporting to the Undersheriff, the position provides executive-level administrative support while coordinating community-oriented policing initiatives, crime prevention programs, volunteer services, community outreach, and special projects that enhance public safety and strengthen community partnerships. The Administrative Coordinator administers specialized law enforcement software systems, maintains confidential personnel, training, and investigative records, ensures records retention compliance, and prepares statistical reports, analyses, and other documents to support operational planning and decision-making. Typical Duties Perform a wide variety of complex, responsible, and confidential duties for management staff; relieve management staff of administrative work include providing suggestions and feedback in resolving operational and administrative issues Serve as the primary point of contact for the Sheriff's Office by answering the main office telephone, monitoring administrative email accounts, greeting visitors, evaluating requests for assistance, and determining the appropriate response or referral while providing professional, courteous, and knowledgeable customer service. Independently assess inquiries from the public, employees, elected officials, criminal justice agencies, and other governmental entities, exercising sound judgment in resolving issues or routing matters to the appropriate division or personnel. Represent the Sheriff's Office through professional written, verbal, and in-person communications that promote public confidence and positive community relations. Develop, promote, organize and coordinate volunteer projects and programs as assigned; and coordinate with other staff, managers, and agencies Organize special projects and events Attend and make public presentations to solicit and promote volunteer projects and programs Train and supervise Volunteers, manage volunteer coordinators and certify hours using Volunteer Management System. Provide quarterly reports of work activity Establish programs and enlist individuals to work them Represent the County, its employees and Volunteers in a positive manner Organize lunches and special award presentations for employees or volunteer groups Carry out background checks and screening for Sheriff’s Office Volunteers Attend and coordinate Sheriff's Office meetings, community events, ceremonies, trainings, and emergency operations that may occur during evenings, weekends, or holidays. Serve as spokesperson and support staff for community-based prevention programs Organize, schedule, take minutes and conduct meetings with boards, task forces and committees on various issues Coordinate activities with citizen advisory boards, state agencies, and other community groups Serve as a resource person to respond to inquiries from other departments, agencies and public and provide information within scope of knowledge or refer to appropriate source Develop awareness of legislation as it impacts programs Attend and participate in various meetings, conferences and workshops, and relate the County’s positions and/or policy as appropriate Initiate and assist management staff in collecting, compiling, and analyzing information from various sources on a variety of specialized topics related to programs administered by the position or by management staff; participate in the preparation of reports that present and interpret data, identify alternatives, and make and justify recommendations Direct and participate in the maintenance of a calendar of activities, meetings and various events for the Sheriff; coordinate activities with other County departments, criminal justice entities, the public and outside agencies; direct and participate in coordinating and processing management staff travel arrangements. Screen incoming calls, mail, personal visits, problems and other relevant matters for the administrative staff, evaluating relative importance of each. Serve as the primary resource person to respond to inquiries from other departments, agencies and the public regarding COP and provide information and resources within the scope of knowledge and authority or refer to appropriate source Ensure proper and timely dissemination and routing of correspondence initiated by the Administrative Staff. Receive and distribute all incoming administrative mail to the appropriate individuals Respond to sensitive requests for information and assistance; research information related to RCW, County regulations and departmental policies; assist the public and other department members in interpreting and applying policies, procedures, RCW, codes and ordinances. Act as coordinator for community policing efforts utilizing citizen volunteers, departmental resources, other county offices and various community organizations in cooperative efforts Respond to requests for personnel and training records Analyze crime data, calls for service, statistical trends, and other operational data to identify emerging crime patterns, community concerns, resource needs, and opportunities for crime prevention initiatives. Prepare analytical reports and presentations to assist Sheriff's Office leadership with operational planning and community engagement. Aid community efforts with the development, adoption and implementation of local strategies in the areas of education, prevention and enforcement to reduce crime in the community. Maintain web site, email, alert systems and social media services to keep citizens current with law enforcement and related county agency activities and programs Type and proofread a wide variety of reports, letters, and memoranda, correspondence and statistical charts; type from rough draft or verbal instructions; independently compose correspondence and reports related to assigned areas of responsibility Analyze and organize administrative office and COP program operations; suggest revisions to various operating procedures, rules, regulations, and software systems; develop, design, and revise forms and report format; initiate, organize, and maintain complex filing systems and records. Train others on the procedures, rules, regulations, and systems Maintain follow-up system on reports or actions required on a periodic basis, such as employee evaluations, statistical and annual reports, and due dates for regular reporting Create Oath of Office documents and department commission and I.D. cards. Maintain current lists of employees and persons holding Clallam County Law Enforcement Commissions and maintain personnel and radio numbers Maintain electronic personnel system and confidential personnel records for all permanent and temporary employees, as well as Reserves and citizen volunteers and make sure they are kept secure at all times. Maintain department organization chart. Manage the check-in/check-out procedures for employees and volunteers Maintain confidential internal investigative files, use of force files, vehicle accident files, and inmate complaint files and ensure they are kept secure at all times. Maintain department training database and individual training files. Generate reports and disseminate training records as necessary to maintain training compliance as required by the State, the County, and the department Maintain Project Lifesaver database and files. Generate reports and disseminate records to department and other agencies as necessary Provide administrative and coordination support to the Undersheriff in the Sheriff's Office accreditation process, including assisting with accreditation-related documentation, records management, scheduling, correspondence, and other administrative tasks necessary to support the agency's accreditation efforts. Receive employment application documents from the Civil Service Examiner and prepare personnel files Manage the Department Awards Program by maintaining a yearly listing of award recipients, creating award certificates for each award and ordering award ribbons and medals. Coordinate the yearly presentation of awards for the Department Annual Awards Ceremony Maintain positive working relationship with co-workers, and other state, regional, or local personnel; maintain positive public relations with the general public and community organizations Direct and participate in the collection of information for, designing, and producing newsletters, annual reports, brochures, certificates, and other specialized documents used within the department or for public distribution to combat targeted crimes or for use with crime prevention and public safety issues Determine and maintain retention and purging requirements of all computerized and manual records related to personnel, administration, and the COP program. Coordinate the annual purging of those records according to the retention schedule May act as alternate County Evacuation Site Coordinator in the event of an evacuation of the County courthouse Ensure that all equipment in the administrative area of the department and utilized by the COP program is in proper working order Perform other administrative duties as assigned and directed by the supervisor Work closely with the office’s management team to accomplish office goals and objectives Provide administrative support to the management team on executive level and confidential assignments Respond to public inquiries in a courteous manner Develop and maintain new and ongoing data processing systems to meet information needs within the Department Assess community needs and problems using such methods as forecasting, estimating and scheduling, and recommend maintaining, and development of programs in relation to community needs and funding availability or as requested by Sheriff or Undersheriff Develop and maintain office procedures, routines and filing systems SUPERVISORY CONTROL Employee has supervisory control over volunteers as assigned. Employee is directly responsible to the Undersheriff. Education, Training, & Experience Requires knowledge of the field of assignment sufficient to perform thoroughly and accurately the full scope of responsibility as illustrated by examples in the above job description. Education/Training Associate's degree or equivalent from an accredited college or university with major coursework in criminal justice, public administration, business administration, or a closely related field; or any combination of education, training, and experience that demonstrates the knowledge, skills, and abilities necessary to successfully perform the essential functions of the position. Experience Five (5) years of full-time administrative or office work experience. Office management experience is highly desirable Demonstrated competence in statistical analysis, contract coordination, policy development and implementation. Demonstrated competence in managing one's own workload with a minimum of supervision and in community and interagency relations Written and verbal communication skills to prepare documentation, reports and statistical information required. Written and verbal communication skills to prepare and instruct curriculum required. Ability to interpret and make decisions in accordance with laws, regulations and policies Required computer word processing, spread sheet, and data base skills for entry and analysis of program information Special Requirements Must successfully complete all required pre-employment testing, evaluations, and screening processes associated with the position. Such processes shall include an oral interview, polygraph examination, psychological evaluation, and a comprehensive background investigation. Employment Requirements Valid Washington State Driver's License U.S. citizenship or proof of legal right to work in the United States To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. For a complete copy of the job description - click HERE At Clallam County, we strive to take care of our team! Our employees are the greatest asset of Clallam County, and we take pride in offering a highly competitive compensation and benefits package to all eligible employees. County Paid Benefits Include Medical - Premera Blue Cross Blue Shield Dental - Delta Dental of Washington Vision - Northwest Benefit Network Flexible Spending Accounts (FSA) HRA Veba (select positions) Life and disability insurance (select positions) Wellness Benefit Program Infant at Work Program Employee Assistance Program Transportation Program/Transit Pass Training and Career Development Program Retirement Employees are covered under the PERS retirement plan provided through the Washington State Department of Retirement Systems and Social Security. Sheriff's Office Employees are covered under LEOFF2 and PSERS. Deferred Compensation Deferred Compensation Program 457(b) - Tax Deferred Savings Program Deferred Compensation Program 401(a) - Tax Deferred Savings Program Vacation Generous Vacation and Paid Sick Leave 11 Paid Holidays Annually New Year's Day Martin Luther King, Jr. Day Presidents' Day Memorial Day Juneteenth Day Independence Day Labor Day Veteran's Day Thanksgiving Day day following Thanksgiving Christmas Day 4 Personal Days (32 hours floating holiday) Employment Vacation Donation Program Vacation Leave Accrual (Unless otherwise provided by contract, all regular full-time employees shall accrue vacation leave monthly based upon the following schedule): 0-48 months = 8 hours per month 49-108 months = 10 hours per month 109-168 months = 12 hours per month 169-204 months = 14 hours per month Over 204 months = 16.67 hours per month Sick Leave Full-time employees accrue sick leave at the rate of 8 hours per month. Eligibility for use of sick leave is established after one month of continuous employment. Part-time employee's benefit contributions and leave accruals are prorated. NOTE: This is a general overview of the benefits offered through employment with Clallam County, and every effort has been made to ensure its accuracy. Please contact Human Resources at View phone number on click.appcast.io if further clarification is needed. #J-18808-Ljbffr