Administrative Specialist II - Sheriff's Office

Administrative Specialist II

This position provides administrative support to the King County Sheriff's Office, Property Management Unit (PMU); it is the primary point of contact for customers, visitors, and staff, providing professional and responsive customer service.

WHO MAY APPLY: This position is open to the public.

NOTE: This recruitment will initially be used to fill the current vacancy at PMU. It will also create an eligibility list to fill future vacancies for the Administrative Specialist II (ASII) classification for the Sheriff's Office. The list will be valid for one (1) year.

This position is a civil service classified position. The recruitment and hiring process will be administered in accordance with King County Civil Service Rules. You can access these rules at Civil Service Rules.

For more information about application requirements go to civil-service-application-requirements.pdf

For more information about King County Civil Service please visit our King County Civil Service website.

The current vacancy is at the Sheriff's Office, Property Management Unit which stores:

• Criminal Evidence: Items collected at crime scenes, including weapons, ammunition, and illicit drugs.
• Recovered Personal Property: Found or safekept items.
• Seized Assets

This position works in the PMU warehouse and performs a broad range of administrative, clerical, and office support duties, while delivering exceptional customer service to members of the public and personnel within the Sheriff's Office. This position works under the supervision of the PMU's Detective Sergeant. The responsibilities and functions include:

• Serving as the front office representative at PMU, acting as the primary greeting point for the public access window which serves the public, including those recently released from the justice system.
• Providing customer service to both internal and external customers over the telephone, in writing and/or in person on matters that may be technical, complex or sensitive in nature, to include assisting customers with property releases and returns, facilitating communication between KCSO personnel and PMU customers, and following up on various processes;
• Providing professional, empathetic support to individuals experiencing high stress, utilizing advanced active listening and tactical communication to de-escalate tension, restore trust, and deliver effective, collaborative solutions.
• Assisting with scheduling and processing court ordered gun surrenders and releases as well as other property releases.
• Composing and drafting documents, and/or correspondence; prepare paperwork and files, and organizing and filing documentation for various office processes;
• Scanning and uploading case files, and other documents as needed, working in collaboration with the Records Unit for public disclosure requests;
• Managing, tracking, and updating various databases
• Facilitating supply and product orders

Administrative Specialists II specific requirements and responsibilities vary somewhat with the different work units and/or locations. Generally their work involves:

• Providing specialized and/or technical program-specific information that requires limited interpretation of established policies, procedures and other relevant sources to internal and/or external customers over the telephone, in writing and/or in person. Some employees may have to deal with sensitive and/or potentially volatile situations.
• Establishing, maintaining, modifying, tracking and/or retrieving information and compiling data that may require information searches through files, contracts, records, microfilm, maps or computer files, including spreadsheets and/or customized database applications.
• Maintaining, tracking inventory, ordering and distributing supplies and/or equipment.
• Composing, drafting, typing, proofreading and editing documents, contracts, and/or correspondence to ensure they conform to the appropriate use of the English language and established procedures
• Processing mail or information, responding to mail when appropriate; identifying priority and/or time-sensitive matters; and maintaining security and confidentiality.
• Attending meetings and taking meeting notes.
• Scheduling meetings and maintaining calendars for supervisors and/or programs.

Administrative Specialist IIs require skill in providing administrative support with a wide variety of administrative and clerical duties. Candidates need to have a minimum of one (1) year of full-time administrative support and office experience as well as experience related to the following areas:

• Strong communication and interpersonal skills with the ability to provide program-specific information such as rules, regulations and policies; to customers via in-person, telephone, or written communications, including greeting visitors, screening calls, scheduling meetings, directing and responding to public and internal requests.
• Demonstrated experience in conflict resolution, de-escalation and problem-solving techniques to resolve various matters (in-person, via telephone or other)
• The ability to write clearly, proofread effectively, and manage documentation.
• Strong initiative and accountability in tracking work assignments, prioritizing workload, adapting to changes and following through on assignments.
• Maintaining records, using tracking systems for evidence and documenting releases.
• Ability to carry out assignments using standard office equipment such as personal computer, copier, and multi-line telephone.
• Experience with or knowledge of inventory procedures to order and distribute supplies/equipment, knowledge of basic accounting skills.
• Good keyboarding skills with experience using Word, Excel, Outlook and database applications or other relevant software (minimum of 35 WPM).
• Strong organizational and multi-tasking skills.
• Maintaining confidentiality; skill in working with information that is highly sensitive in nature while practicing discretion.

DESIRED QUALIFICATIONS

• Two (2) years previous front facing customer service experience.
• Two (2) years of experience answering telephone lines and facilitating call resolutions.
• Previous experience with public sector, law enforcement, court, or legal experience
• Previous experience with public disclosure
• Knowledge of King County Sheriff's Office policies and procedures.

Additional Requirements:

• Must pass thorough background investigation, including a polygraph.
• Must be willing to work around potential allergens, narcotics, firearms, bodily fluids, and bio-hazardous and hazardous materials with proper training and personal protective equipment (PPE)
• Physical requirements: bending, standing and lifting for potential training-related processes.
• You must be a United States citizen, Lawful Permanent Resident, or deferred action childhood arrival (DACA) recipient.
• You must have the ability to read, speak, and write in the English language fluently.
• Verify that you do not meet any of the KCSO Automatic Disqualifiers
• You must be able to meet all KCSO background standards as listed in section 10.14 of the Civil Service Rules. Background requirements will be evaluated throughout the hiring process

Typical work schedule is 40 hours per week, Monday Friday, work to be performed full-time in-person at the worksite. This position is overtime eligible with prior supervisor approval. Property Management Unit, 4623 7th Ave. S, Seattle, WA 98104

Please carefully review the list of required materials before submitting your application.

Review the list of KCSO Automatic Disqualifiers and verify your qualification for employment with King County Sheriff's Office.

King County Application

Complete answers to all the supplemental questions

Resume and a cover letter are optional

Michelle Kobuki, Human Resource Analyst, Civil Service View email address on click.appcast.io View phone number on click.appcast.io

Applications will be screened for clarity, completeness, and competitiveness. The most competitive candidates will be invited to participate in a practical examination and oral board interview.

Performance Examination: October. Testing will take place in person, in Renton, WA. There is no out of state testing is available.

Oral Board Interview: November

Please note: Dates are subject to change and are based on resource availability.

This position is represented by PSEU: Public Safety Employees Union.