Executive Assistant II to the Undersheriff

King County   Seattle, WA   Full-time     Administration / Clerical
Posted on January 14, 2022
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Summary

Who May Apply: This position is open to the public.  This position is a civil service position, for information regarding King County Civil Service Rules you can access these rules at Civil Service Rules.   For application instructions and requirements, specific to Sheriff Office positions, please visit Civil Service Application Requirements. 
 


This is an exciting opportunity to join the King County Sheriff’s Office. The Executive Assistant Iis responsible for managing multiple projects and delegating tasks on behalf of the Undersheriff (the assistant to the King County Sheriff).


The Undersheriff is #2 in the Sheriff’s Office, reporting directly to the Sheriff, and is responsible for the daily operations of the King County Sheriff's Office.  This position has a high level of autonomy, requiring excellent judgement and discretion. Applicants may learn more about us by visiting the King County Sheriff's Office website.
 
The KCSO vision, mission, and values influences every aspect of the work we do. We’re looking for individuals who share our core principles and will contribute to improving policing in our community.
 

Job Duties

The Executive Assistant II is responsible for complex administrative support tasks involving a thorough knowledge of the Sheriff’s Office policies and procedures which also demand a significant degree of independent judgment.  This position is part of a team of five that support the Sheriff, Undersheriff and Division Chiefs.  It will partner with the Executive Assistant III supporting ever changing daily demands and emerging issues as needed.
 
This position also has the responsibility for managing an array of projects and activities on behalf of the Undersheriff.  This position also will:
 

  • Act as a liaison for the Undersheriff to internal and external contacts. 
  • Represent the Undersheriff’s interests at both internal department and cross departmental meetings 
  • Keep the Undersheriff apprised of current and potential issues and problems, and maintain the confidentiality of sensitive and controversial communications  
  • Lead high level projects, provide overall project management to special projects, establishing priorities and timelines of deliverables. Assist in the tracking of status and progress of staff assignments and department projects and initiatives.
  • Manage all incoming correspondence for the Undersheriff. Independently prepare or delegate to other department staff.   
  • Review and approve all outgoing correspondence prepared for the Undersheriff's signature; ensure timely responses.
  • Maintain the Undersheriff's schedule, calendar, and travel arrangements. Coordinate arrangements and activities that require extensive contacts throughout and outside the department served.  Set schedule priorities and resolve appointment conflicts.
  • Develop and maintain office procedures governing the processing of paperwork and ensure department-wide compliance with those procedures.  Review training requests, equipment requests and other memos for completeness and accuracy.
  • Communicate to command staff the directions and instructions of the Undersheriff. Furnish explanations when necessary. 
  • Provide ongoing consultation and training on department office management and correspondence standards. 
  • Manage multiple complex and highly visible tasks. Coordinating with stakeholders both within and outside of the Sheriff's Office.
  • Independently receive and resolve internal problems referred to the Undersheriff within assigned scope of authority.
  • Gather, organize and prepare data for inclusion in reports.  Provide information and materials to aid the Undersheriff in analysis and decision making.
  • Supervise the Courthouse Administrative Assistant and provide backup when necessary.  

Experience, Qualifications, Knowledge, Skills

Candidate must have highly developed and exceptional skills that demonstrate they are well organized, flexible, reliable and a team player.  Candidates must have five years of progressive experience in providing administrative support to a director or program which must include experience as a lead or supervisor & professional project management in addition to the following:

  • Advanced proficiency with MS Office Suite for daily use of Word, Excel, PowerPoint and SharePoint. and basic knowledge of Adobe Acrobat. Adept at using internet searches to acquire information. 
  • Strong technical skill and proficiency with calendar management, document preparation, prioritization and other executive support functions is essential
  • Demonstrated excellent verbal communication skills.  Confident, articulate, and professional speaking abilities (and experience).  
  • Exceptional written communication skills.  Ability to relay key information in writing, with ease.   
  • Working knowledge of professional correspondence standards. 
  • Professional experience in project management. Ability to apply project management principles and practices. 
  • History of delivering highly detail-oriented work products that are consistent and of high quality. 
  • Demonstrated ability to provide excellent customer service; work cooperatively with discretion, patience, professionalism, courtesy and tact with everyone (e.g. all levels of staff, elected officials and the public).  
  • Exhibit excellent people skills, the ability to stay grounded and positive in a very dynamic fast-paced environment. 
  • Experienced in managing the confidentiality of sensitive communications and information.
  • Ability to learn multiple complex operations within the King County Sheriff's Office.
  • Skilled in being flexible and completing tasks while managing shifting priorities, constant interruptions and shifting deadlines.
DESIRED QUALIFICATIONS:
  • Public sector experience
  • Law enforcement, court, or legal experience
Application Process: To be considered for this position, the following items must be completed.  Your cover letter will be evaluated for grammar, punctuation and clarity.
  • King County Application (applying online satisfies this requirement )
  • Cover letter 
  • Resume
  • Answers to the supplemental questions. 
Selection Process  
All materials will be evaluated for spelling, grammar, and punctuation usage. The most competitive candidates will be invited to an oral board exam/interview. 

Work Schedule:  The usual work week for this position is 40 hours per week (weekdays, approximately 8:00 a.m. to 5:00 p.m.) Hours may vary based on business need, and may include some occasional early morning, evening, and weekend hours. This position is eligible for overtime pay.
  
Work Location: This position is based at the King County Courthouse in downtown Seattle. Some travel to locations throughout King County may also be required.
 
TIMEFRAME:  The timeframe and order of this recruitment is provided below.
 
  • Oral Board Examinations will be held mid to late February
UNION MEMBERSHIP:  This position is not represented by a bargaining unit.
 
CONTACT INFORMATION: If you have questions regarding this recruitment please contact:
Michelle Kobuki , HR Analyst, Civil Service Administration
michelle.kobuki@KingCounty.gov 
206-477-4740

Supplemental Information

Forbes recently named King County as one of Washington State's best employers.
 
Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.
 
Guided by our "True North", we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles--we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.
 
COVID-19 Vaccination Requirement
 
King County Executive Branch employees are required to be fully vaccinated against COVID-19. If you are the successful candidate for the position you applied for, the County will send you a conditional offer letter.
 
As a condition of employment, prior to a final offer of employment, you will be required to:

  • submit proof of vaccination, or
  • have an approved request for medical or religious exemption and an approved accommodation. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an exemption or accommodation.
People are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of a vaccination approved by the Center for Disease Control and Prevention (CDC).
 
The Executive Branch includes employees in the Executive branch, the Assessor's Office, Elections, the King County Sheriff's Office, and the Executive Office.
 
King County is an Equal Employment Opportunity (EEO) Employer
 
No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.
 
TO APPLY:  If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact the recruiter listed on this job announcement.
 

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?
  • Yes
  • No
02
Can you read, write and speak the English language?
  • Yes
  • No
03
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
04
Do you meet any of the automatic disqualifiers pertaining to DRUGS: •As an adult, convicted of any drug crime, felony or misdemeanor •Use of mushrooms within the last three (3) years •Use of hallucinogens (includes GHB & ecstasy; excludes mushrooms), cocaine, methamphetamine, or opiates within the last ten (10) years •Use of any other illegal drug, including steroids, within the last five (5) years •Illegal use of four (4) or more different controlled substances, including marijuana, in the last ten (10) years •Any instance of manufacturing or cultivating illegal drugs for the purpose of sale or distribution •Use of any illegal drugs while employed in a criminal justice capacity •Obtaining a prescription under false pretenses •Any instance of illegally injected amphetamines, methamphetamines, cocaine, heroin, barbiturates, or valium •Any instance of illegally using a drug after submitting an application to any Law Enforcement agency •Marijuana use will reviewed on a case-by-case basis; however, in order to increase the likelihood of continuing on in the hiring and background process, an applicant should not have used Marijuana in the last 12 months
  • Yes
  • No
05
If you answered "yes" to the above, please explain.
06
Do you meet any of the automatic disqualifiers pertaining to DRIVING: •Conviction of Driving Under the Influence of Alcohol within the last ten (10) years •Conviction of Driving Under the Influence of Alcohol more than once •As an adult, conviction of Attempting to Elude, or Hit and Run •As an adult, conviction of Reckless or Negligent Driving 1st degree in in the last 5 years •Driving While License Suspended/Revoked, reviewed on a case-by-case basis.
  • Yes
  • No
07
If you answered "yes" to the above, please explain.
08
Do you meet any of the automatic disqualifiers pertaining to MILITARY: •Any discharge from any military service other than honorable will be evaluated on a case-by-case basis •A dishonorable discharge remains an automatic disqualifier.
  • Yes
  • No
09
If you answered "yes" to the above, please explain.
10
Do you meet any of the automatic disqualifiers pertaining to CRIMINAL ACTIVITY: •Any adult felony convictions •Any adult misdemeanor conviction for crimes involving theft or crimes of violence •Conviction of Minor In Possession of Alcohol within the last three (3) years •Any conviction for a sex related crime •Any instance of required registration as a sex offender, regardless of conviction status •Any conviction for solicitation of prostitution.
  • Yes
  • No
11
Describe the positions you've had, that have prepared you for this position. (If applicable, indicate the size of the unit you supported, and your level of autonomy). Response should be 500 words to be considered complete.
12
Do you have any public sector, legal or law enforcement experience or education? If yes, indicate which and if none, write N/A.
13
Your years of experience in providing administrative support to a director or program:
  • 1-3 years
  • 3-5 years
  • 5 or more
  • none but willing to learn

Required Question