Administrative Specialist III - Sheriff's Office

King County   Auburn, WA   Full-time     Administration / Clerical
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Posted on July 27, 2020
Summary

 
WHO MAY APPLY:  This position is open to the public. This recruitment will serve to fill a current vacancy in downtown Seattle at the County Courthouse in the Civil Process Unit

NOTE: Per the Civil Service rules, this recruitment will also create an eligibility list that will be used to fill future Administrative Specialist III vacancies (valid for one year) within the Sheriff's Office. 

SUMMARY:
The current vacancy in the Civil Process Unit, however this process will also establish a list for future vacancies in other units.

Current Vacancy:  The civil process unit provides administrative and program specific support in a unit whose responsibility it is to serve process and enforce civil court orders directed to the Sheriff and include court-ordered evictions, repossessions, and enforcement of civil money judgements.  This position is responsible for the enforcement of all judicial foreclosures (orders of sale) and executions on real and personal property within King County. 

Future vacancies: Administrative Specialists are heavily relied on to perform a wide variety of administrative and clerical duties, while providing excellent customer service support to internal and external customers (attorneys, other law enforcement professionals and/or court personnel).  Administrative Specialists provides office coordination that is specialized and/or technical in nature (depending on the location).  It may be performed under limited supervision; it is relied on to support efficient operation of the unit and vital to our success.  Specific requirements and responsibilities vary slightly depending on work locations.

This position is a civil service position, for information regarding King County Civil Service Rules you can access these rules at Civil Service Rules.
 
WORK SCHEDULE: This full-time position is overtime eligible.  It is based on 40-hour workweek, 8:00 AM – 4:30 PM, Monday through Friday.  Additional hours may be necessary to respond to workload needs, which may include evenings and weekends.

Job Duties

  • Provide administrative and program specific support requiring interpreting established policies, procedures, codes, regulations and other relevant sources, to internal and/or external customers in various forms (phone, email, or in person)
  • Handle sensitive and highly confidential situations and documents, including criminal reports, victim's personal information, crime scene evidence, and/or graphic images; some employees may have to deal with highly sensitive material
  • Research and summarize specialized or technical information from varied sources;
  • Organize, oversee, establish and maintain data sources that may include contracts, budgets, payroll, legal documents and/or other records
  • Compose, draft, summarize, prepare, proofread and/or edit documents, contracts, ordinances, and/or correspondence to ensure these proper grammar, format, terminology use, and established procedures
  • Process paper and emails accordingly, respond to information requests, prepare paperwork, invoice and collect fees
  • Attend and record public and/or departmental hearings and/or meetings;
  • May represent organization at various functions, including administrative hearings, proceedings, court inquiries, committees and meetings (varies with assignment);
  • Schedule meetings and maintain calendar for supervisor and/or organizational unit/program;
  • Lead other support staff - varies from assignment location;

Experience, Qualifications, Knowledge, Skills


MINIMUM OF THREE YEARS OF EXPERIENCE:
 

  • Administrative support with general office policies, principles and practices
  • Providing excellent customer service with discretion, patience, and professionalism
  • Providing information in a courteous and professional manner to internal/external customers;
  • Conflict management and problem solving skills (must have excellent analytical skills; proven ability to maintain confidentiality with sensitive matters, policies, and information)
  • MS Office (basic level of proficiency in Word, Excel and Outlook or relevant software applications)
SKILLED IN:
 
  • Performing basic accounting and mathematics;
  • Communicating effectively both written and orally
  • Interacting with individuals from diverse backgrounds (including court personnel, law enforcement, attorneys, and the public)
  • Problem solving skills
  • Interpersonal skills
  • Reading and interpreting documents
  • Initiative and accountability skills for work product or service of sensitive matters
  • Prioritizing work load and adapting to changes/demands in work load

ABILITY TO
 
  • Identify and prioritize time sensitive matters, while maintain security and confidentiality
  • Be accountable for accurate work product.
  • Communicate well with a diverse audience and varying environments;
  • Interpret policies to the general public by phone, email or in person; transcribe/dictate, compose, edit and maintain variety of documents, reports and correspondences using correct spelling, grammar, and punctuation; strong attention to detail;
  • Screen calls, schedule meetings, respond to internal/external requests;
  • Lead other staff by giving direction and training.

Supplemental Information

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

NOTE:  It is a hiring requirement that all staff employed by KCSO successfully pass a thorough background investigations process, which includes fingerprinting, criminal history check, reference checks, polygraph test, and other tests as deemed necessary.  You must Review the list of KCSO Automatic Disqualifiers and verify your qualification for employment with King County Sheriff's Office.
  • King County Application (applying online satisfies this)
  • Cover letter that addresses how you meet or exceed the qualifications for this position
  • Complete answers to all the supplemental questions.
SPECIAL REQUIREMENTS:
Must pass a thorough background investigations process, which includes fingerprinting, criminal history check, reference checks, polygraph test, and other tests as deemed necessary. 
 
General Timeframe: Candidates who meet the application and position qualifications will be asked to self-schedule a technical exam that will be conducted online. The timeframe and order of this recruitment is provided below.  Please note that dates are subject to change based on resource availability.
  • 8/25/20; Written/Technical Examination
  • 9/8/20 -9/10/20 Oral Board Examination
UNION MEMBERSHIP: This position is represented by the Public Safety Employees Union (PSEU).

CONTACT INFORMATION:
Michelle Kobuki, Civil Service HR Analyst
Michelle.kobuki@kingcounty.gov
206-477-4740
 
SELECTION PROCESS:  Application materials will be screened for clarity, completeness, and responsiveness to the list of qualifications, skills, and abilities.  Answers to supplemental questions will assist in determining your eligibility for further consideration.  The most competitive candidates may be invited to move forward in the hiring process.
 

King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being.  Eligible positions receive the following benefits and have access to the following programs:

  • Medical, dental, and vision coverage: King County pays 100% of the premiums for eligible employees and family members
  • Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents
  • Retirement: King County employees are eligible to participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan
  • Transportation program and ORCA transit pass
  • 10 paid holidays each year (plus 2 personal holidays)
  • Generous vacation and paid sick leave
  • Paid parental leave, family and medical leaves, and volunteer leave
  • Flexible Spending Account
  • Wellness programs
  • Onsite gyms and activity centers
  • Employee giving program
  • Employee assistance programs
  • Flexible schedules and telecommuting options, depending on position
  • Training and career development programs
For additional information about employee benefits please visit our Benefits, Payroll, and Retirement Page.

This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy.  If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails.  Also, in the event of any incorrect information in this document, applicable laws, policies, rules, CBAs, or official plan documents will prevail.
 
NOTE:  Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position. Short Term Temporary positions are not eligible for an ORCA transit pass.
 
For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.

01
You must be a current US Citizen or Legal Permanent Resident to apply for civil service positions with the King County Sheriff's Office. Are you now a United States citizen or Legal Permanent Resident?
  • Yes
  • No
02
Can you read, write and speak the English language?
  • Yes
  • No
03
The King County Sheriff's Office maintains a list of automatic disqualifiers for employment. This list can be accessed by clicking on this link Automatic Disqualifiers. Please review the disqualifiers and respond to the following question before proceeding. Do you certify that based on your review of the automatic disqualifiers that you are qualified for employment with the King County Sheriff's Office? Note - This information will be verified prior to scheduling an oral board interview.
  • Yes
  • No
04
The background of all King County Sheriff's Office employees and applicants are thoroughly checked. The required background investigation will review and evaluate driving records, criminal records, employment histories, military records, personal and employment references, and related information. A polygraph examination is also required. Are you willing to undergo a background investigation and polygraph examination as part of the employment process?
  • Yes
  • No
05
Do you certify that you reviewed and adhered to the application standards and requirements outlined in the Civil Service Application Requirements link?
  • Yes
  • No
06
The vacancy being filled right now is in the County Courthouse in Downtown Seattle, however the eligibility list will be used to fill future vacancies for up to 12 months and those may occur at any one of the Sheriff's Office work sites throughout all of King County (the Courthouse, the King County Administration Building, the Sound Transit Police Headquarters in downtown Seattle). Are you able and willing to be assigned to work at any one of these locations?
  • Yes
  • No
07
This position requires a minimum of three (3) years of progressively responsible experience in administrative support and office experience, similar to those listed in the job duties. How many years of experience do you possess in these areas?
  • 1 year to less than years
  • 2 years to less than 3 years
  • 3 years to less than 4 years
  • 4 or more years
08
What is your proficiency with Microsoft Office applications - Word, Excel and Outlook?
  • Basic - Will need Training
  • Beginner - Up to 1 year experience in all 3 applications
  • Intermediate - Moderate use with 2-3 years' experience in all applications
  • Fully proficient in all three applications, used daily with over 3 years of experience
09
All information in your application (including your answers to the supplemental questions), will be confirmed in the course of a required background investigation and polygraph examination. Have you been completely honest in completing your application for employment and this questionnaire?
  • Yes
  • No
10
Do you have any law enforcement, judicial or legal experience? If yes, please elaborate on your relevant experience. If you do not have law enforcement, judicial or legal experience, tell us how your skill set will transfer to this position. (response should not exceed half a page).
11
This position must be customer service oriented and will work under constantly changing priorities. Tell us how you have juggled multiple priorities in previous roles while delivering a high level of customer service. (Response should not exceed half a page)

Required Question