Administrative Support Associate

Note: The salary range listed reflects 2024 rates of pay. These rates will be increased by 2.5% effective January 1, 2025.

The City of Kirkland's Police Department is seeking to hire an Administrative Support Associate!

Why Kirkland?

• Provides administrative support for a Command Staff Member to include the units or functions within that Deputy or Administrative Commander's span of control. Provides a variety of routine and confidential administrative duties for a Deputy Chief or Administrative Commander and other senior management staff. Drafts routine correspondence, performs data input, provides administrative reports and crime bulletins, and maintains divisional records as required.
• Transcribes administrative correspondence, reports, statements, detective notes, and other routine or sensitive documents from handwritten, typewritten, or dictation software.

• May open and distribute mail within the Department. Prepares mailings for certified and/or registered mail. Coordinates Federal Express or other mail delivery services.
• May be cross-trained in payroll preparation. May provide backup support for payroll preparation and all other payroll related functions. May perform this function solely in the absence of other support personnel.
• May assist in initiating requisitions and reporting to the City's Financial System for Department purchases or payroll.
• Operates one or more types of office or specialized equipment in conjunction with specific tasks.
• May assist in maintaining records and files in accordance with specified records retention periods.
• Maintains stock of and makes orders for Department or unit office supplies.
• May coordinate and perform tasks, projects and exchange information with other city entities as needed.
• May enter, alter or delete warrants into NCIC/WACIC or provide a secondary approval of newly entered data.
• May assist in implementing, monitoring and adjusting as needed the Department's Electronic Home Detention (EHD) program.
• May gather open source information and social media information in support of their assigned Division.

• Assists in providing confidential and administrative support activities for the Police Chief and other senior management staff.
• Maintains files of a sensitive and confidential nature.
• May represent the Department on City committees.
• Performs other duties as required or directed.
• May assist in scheduling appointments, interviews, and other duties in support of the division.
• Assists in coordinating supplies and other tasks related to the division or department.
• Assists with the coordination of Department ceremonies and other Department activities and may perform this function solely.
• May assist the assigned Deputy Chief or Administrative Commander with financial reporting, billing and statistical reporting.

• Must have proficient technology skills including working knowledge of Microsoft Word, Excel, Outlook, and PowerPoint.
• Must have ability to handle multiple tasks under pressure of deadlines.
• Must be willing to deal with uncomfortable situations and handle appropriately per City and Department policies and procedures.
• Must have ability to use tact, discretion, and courtesy with staff and public contacts.
• Must have ability to prioritize tasks and have good time management skills.
• Ability to exercise discretion when handling confidential and/or privileged information. Must be willing and able to maintain the confidentiality of all Police information.
• Must have the ability to perform transcription.

Minimum Qualifications

• Must have high school diploma or GED equivalent.
• Minimum two years clerical support experience.
• Advanced knowledge in the full use of MS Word, Excel, and proficiency in math calculations.
• Excellent organizational skills; excellent oral and written communications skills.
• Must be willing to work in a high stress environment and work closely with others.
• Must be able to obtain a police security clearance including polygraph, psychological, and background prior to hire.
• Possession of a valid Washington State Driver's License or the ability to secure a reasonable transportation accommodation to perform the essential duties and responsibilities of the position.
• Previous work experience in a full-service law enforcement environment strongly desired.

Working Conditions
Work is performed in a law enforcement environment which has many interruptions and distractions throughout the day. Prolonged periods of time may be spent sitting and working at a computer terminal. Computer keyboarding and mouse use are routine parts of this job. The employee frequently is required to sit and type on a keyboard for extended periods of time. While performing the duties of this job, the employee is regularly required to: use hands to finger, handle, or feel; talk; and hear.

Selection Process
Position requires a resume and cover letter for consideration of application. Please note how you meet minimum qualifications within the cover letter. Applicants who are selected for next steps in the hiring process will be invited by phone or e-mail. Candidates are encouraged to apply at the earliest possible date as screening, interviewing, and hiring decisions will be made through the recruitment period, until such time as the vacancy is filled.

The City of Kirkland is a welcoming community where every person can thrive and grow. We value diversity, inclusion, belonging, and work together to support our community. We do this by solving problems, focusing on the customer, and respecting all people who come into the City whether to visit, live, or work. As an Equal Opportunity Employer, we are committed to creating a workforce that does not discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran status, disability, or any other basis prohibited by federal, state or local law. We encourage qualified applicants of all backgrounds and identities to apply to our job postings. Persons with a disability who need reasonable accommodations in the application or testing process, or those needing this announcement in an alternative format, may call 425-587-3210 or Telecommunications Device for the Deaf 711.