Administrative Assistant / Everett Police Department Budget Finance Unit

The City of Everett - Everett, WA

Full-time
Nature of Work
The City of Everett, Washington is seeking a highly motivated individual for the appointive position of Administrative Assistant in the Everett Police Department's Budget and Finance Unit.

Under the direction of the Chief of Police and the Budget and Finance Unit Project Coordinator, perform a variety of departmental functions, which require innovative problem solving and considerable initiative to assist in the support the financial activities of the department, which may include extensive payroll preparation and correspondence, processing procurement requests, organizing data for grant and budget reports, assist in monitoring and maintaining financial data for the department. Extensive background checks will be conducted.

ILLUSTRATIVE EXAMPLES OF WORK/ESSENTIAL FUNCTIONS

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 payroll processing, gathering information, organizing documents and preparing case files consistent with applicable rules, policies and procedures.
Assist in the 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.
Utilize advanced word processing, spreadsheet and database modeling functions. Collect, compile and prepare data from various sources relating to the programs administered by the Budget and Finance Unit and within the department.
May be responsible for organizing administrative functions such as clerical, payroll, purchasing, grant reporting and budget work.
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.
Modern office practices, procedures, and appliances.
Research methods for report preparation and presentation.
Grant application and reporting processes.
Public administration, charter provisions, ordinances and state laws governing municipal administration.
State 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.

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.
Utilize advanced computer software programs including spreadsheet and database programs.
Supervise other clerical staff if necessary.
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.

EDUCATION AND EXPERIENCE
A combination of education and related experience may substitute for education requirements.
Associate's Degree in Secretarial Science or a related field, including coursework in office management and/or computer software related to word processing, spreadsheets and/or databases and
3 years of experience performing administrative office work of a progressively responsible and difficult nature, related experience or municipal accounting experience preferred.
Possession of a valid Washington State Driver License.
Work experience in municipal law enforcement agencies is highly desired.

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

APPLICATION PROCEDURES/DEADLINES
Application materials may be accessed via http://www.everettwa.gov/careers. All applicants are required to complete and submit (1) the standard City of Everett Application Form, (2) upload a cover letter clearly detailing applicant's relevant work experience and training, and (3) upload a résumé (not to exceed two pages). Completed applications must be submitted online by 5:00 p.m. on Friday, February 8th, 2019, to be considered. LATE, INCOMPLETE, FAXED, OR EMAILED APPLICATIONS WILL NOT BE ACCEPTED.

FILING OPENS: January 15, 2019
FILING CLOSES: February 8, 2019
APPOINTIVE
D18039