Administrative Supervisor

The Administrative Supervisor in the Police Department provides high-level administrative support to the Chief of Police and command staff. Oversees office operations, supervises administrative staff, and manages confidential tasks and communications. Acts as liaison between the Chief and other management personnel, ensuring efficient coordination of departmental support functions.

Distinguishing Characteristics: The Administrative Supervisor oversees the administrative support staff in the Police Department and serves as the executive assistant to the Chief of Police. This position requires tact, discretion, initiative, and independent judgement, as well as knowledge of City and department activities, procedures, and policies.

Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Provides administrative and confidential support activities for the Chief of Police and command staff.
• Supervises administrative staff, including motivating, training, and delegating assignments; monitoring performance; conducting performance evaluations; taking disciplinary/corrective action; recommending salary increases and promotions; and recommending hirings and terminations.
• Coordinates the administrative processing and reporting of contracts, grants, and financial information related to payroll, budget, purchasing, and accounts payable. Ensures such procedures are performed consistent with relevant requirements and policies.
• Assigns tasks and distributes workload to provide support to Command Staff. Provides direction and support to administrative staff in the performance of their tasks and reviews their work products for quality and timeliness.
• Acts as liaison on behalf of the Chief of Police and Command Staff with Department members, the City Council, the public, community partners, and other City Departments.
• Provides timely information, referral, assistance, and follow-up in response requests, inquiries, and complaints from the public and staff in a professional and courteous manner.
• Carries out the directions of the Police Chief and other command staff to ensure that the department's programs and administrative operations are implemented consistent with the City's goals and objectives.
• Maintains official correspondence and special project files for the Chief of Police and command staff including rotating on and off-site records per the retention schedules and coordinating department storage in building.
• Maintains personnel records, records of and responses to complaints, disciplinary actions taken, and other related personnel correspondence and activity.
• Provides coordination, planning, and organization for routine and sensitive Department projects and activities, to include Department ceremonies and designated community events.
• Maintains the Department Accreditation files and auditing system, including archiving and tracking revisions to Department policies and procedures.
• Drafts routine correspondence for the Chief of Police and/or command staff.
• Fosters a positive and supportive work environment; promotes diversity, equity, inclusion, and belonging in the workplace, contributing to an environment of respectful living and working in a multicultural society.

• Develops and maintains procedures manuals, as required, for designated functions within the Department.
• Prepares, coordinates, implements, and/or evaluates specific department projects as assigned.
• Provides a variety of routine, detailed, complex, confidential, and/or sensitive administrative duties for the Chief of Police and command staff, exercising considerable judgment and human relation skills as a routine part of the job.
• Prepares files and documents for new employees.
• Tracks employee evaluation due dates and prepares supervisor notification in advance of due date.
• Composes and prepares department newsletter.
• Attends meetings as assigned by the Chief of Police and command staff, taking notes and preparing those notes into minutes.
• May perform transcription duties of recorded victim, witness, or suspect interviews or other recorded communication as assigned
• Performs a variety of other administrative and clerical duties as assigned by Police Chief and/or command staff.
• May perform duties of Administrative Assistant or Administrative Support Associate in their absence.
• Performs functions as assigned in the City's emergency response plan in the event of an emergency, which may include acting as a liaison with the KPD Family Network.
• May act as fiduciary for North Sound Metro SWAT.

• Ability to exercise discretion when handling confidential and/or privileged information related to collective bargaining, personnel, and other matters. Must maintain the confidentiality of all Police information.
• Experience in providing support to executive-level staff and ability to exercise considerable discretion when handling confidential and/or privileged information.
• Advanced interpersonal skills to build and maintain effective working relationships with a variety of internal and external customers and contacts using tact, patience, and courtesy.
• Advanced PC proficiency. Technology skills include working knowledge of Microsoft Word, Excel, Outlook, and PowerPoint. Experience with multi-line phone system.
• Competency in basic mathematical functions and grammar.
• Ability to: remain flexible to changing priorities; exercise a high level of detail orientation and follow through on tasks to completion; coordinate projects; and to work independently and efficiently with frequent interruptions.
• Knowledge of office administration practices, concepts, and automation applications.
• Must have the ability to perform transcription.

Minimum Qualifications:

• Education: Associate Degree in Office Administration or related field.
• Experience: 3 years' administrative experience with increasing responsibility and heavy public contact, preferably in a law enforcement environment.
• Or: In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill, and ability to proficiently perform the essential duties and responsibilities listed above.

• Supervisory experience preferred.
• Must obtain ACCESS Certification within six months of hire and maintain Level 1certification throughout the course of this assignment with the department.
• Obtain Criminal Justice Training Commission First Level Supervision training and FBI-LEEDA Supervisor Leadership Institute if available, or similar leadership courses as approved by the Chief within one year.
• Must be able to obtain a police security clearance including polygraph, psychological and background prior to hire.
• Must have a valid Washington State Driver's license and ability to remain insurable under the City's insurance to operate motor vehicles.

Physical Demands and Working Environment:
Work is performed in a law enforcement environment which has many interruptions and distractions throughout the day. Work requires movement from one city facility to another and attendance at evening and/or weekend meetings and events. The work requires prolonged sitting and working at a computer terminal, talking and hearing; frequently requires the use of hands and fingers, handling writing instruments, computers and office supplies which require repetitive arm wrist and hand movement. Computer keyboard and mouse use are routine parts of this job. May be assigned to support critical City priorities during disasters and/or emergency situations.

Selection Process
Position requires a resume and cover letter (letter of interest) for consideration of application. Please note how you meet minimum qualifications within the cover letter. This position is open until filled, with a first review date by the 15th day of initial posting.

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 dial 711.