Job Details

Executive Administrative Assistant - Public Safety Records Custodian

Department: Police

Reports To: Police Chief

Salary: $25.07 - $29.94/hr DOE

This is a full-time, hourly, non-exempt, union represented position.

*This is an evolving position with opportunity for growth.

Public Records Custodian Duties & Responsibilities:

• Conduct oversight, management, and coordination of all public records requests and public disclosure for Police Department
• Receive, review, and log all public records requests to the Airway Heights Police Department
• Research and compile responsive records to requests
• Assess scope, processes and respond with required time constraints to all public records requests received by the department.
• Make independent and accurate determination regarding statutory exemptions to include review of case law; create documentation substantiating application of statutory exemptions; disclose public records consistent with legal and policy mandates
• Research, analyze, interpret, and remain current on all relevant Required Code of Washington (RCW), Washington Administrative Code (WACs), federal regulations, and case law regarding public disclosure
• Serve as subject matter expert (SME), providing consultation and expert advice to AHPD employees, command staff and partnering agencies
• Performs redaction of information contained within public records as well as audio and video records housed on Evidence.com that are exempt from public disclosure
• Develop and maintain categories for retention on Evidence.com per the Washington Secretary of States Retention Schedule for Local Law Enforcement
• Work with Prosecutors Office regarding case information and responsive records for court
• Develop and maintain exemption log citing reasons for and statues relied upon when redacting or withholding exemption information
• Consult with legal counsel regarding public disclosure when necessary
• Develop and/or revise practices and procedures to ensure efficiency, consistency, and best practices in responding to public records requests
• Design, update and maintain files, forms, logs and tracking systems used in the record search and response process
• Serve as point of contact for public, assisting in accessing information and records, foster cooperative relationships, and exhibits and supports a positive culture of transparency
• Resolves all issues and concerns regarding requested materials
• Develop effective working relationships with requestors and provides timely responses; communicates with requestors regarding status of request(s) from time of receipt to fulfillment of response
• Maintains system of destruction for all records held by AHPD
• Act as SME for referrals from State Attorney General's Office regarding Police Department best practices and Public Records Disclosure for agencies all over the State of Washington
• Administrator of IA Team Software and provide training when necessary to leadership regarding program and use
• Update IA Records keeping to meet command staff needs for Internal Investigations and Critical Incident Reporting

TAC & IBR Duties & Responsibilities:

• Develop training materials specific to department policy and law enforcement databases used daily
• Train commissioned and non-commissioned personnel.
• Ensure new hires and employees entering the agency are registered with WSP via ACCESS to ensure compliance with state requirements.
• Prescribe security training to vendors and city employees in accordance with CJIS security requirements
• Proficiently operate records management systems to include New World Suite (LERMS, Mobile), and ACCESS databases
• Act as agency TAC for all personnel ensuring agencies ACCESS compliance
• Complete ACCESS Technical and Physical Audits prescribed by WSP
• Develop and distribute newly updated ACCESS policies and procedures
• Manage, track, assign, log and destroy Criminal and Non-Criminal Citations to commissioned officers per state requirements
• Prepare comprehensive statistical reports regarding public records disclosure and IBR (Incident Based Reporting) for command staff and City personnel
• Ensure all IBR case information is accurate and monthly reports are complete with zero errors
• Conduct bi-annual review of IBR submissions per FBI to ensure commissioned personnel are meeting reporting requirements
• Act as SME for conglomerate of agencies in Spokane County and surrounding area reference IBR and best practices

GRANT Reporting and Accounting

• Reviews grant financial transactions to ensure compliance with federal, state and local statutes, city policy, and grantor guidelines and requirements.
• Recommends solutions, assists with re-budgets, and assists with other changes when conflicts arise with contract provisions or grant requirements.
• Following city policies, grantor requirements, and state and federal requirements, identifies and assists with resolving grant and contract issues pertaining to budget, cost sharing, fiscal, administrative, and procedural constraints, and other similar matters.
• Maintains grant financial records in accordance with city, state, federal, and grantor requirements. Provides records as requested, and collaborates with the finance department in response to audits.
• Actively assists in the financial management of awards including budgets, billing, payroll calculations, adjustments, project reporting, and other post-award activities while verifying compliance with city and grantor requirements.
• May participate in policy and procedure discussions and recommend policy or procedural changes as appropriate to improve efficiency and effectiveness.

Qualifications:

Ability to:

• Follow written and oral instructions
• Operate standard office equipment, including a personal computer using program applications appropriate to assigned duties
• Prepare a variety of written and verbal reports, correspondence, and documents
• Communicate effectively both orally and in writing including the ability to manage circumstances involving conflict and upset people.
• Perform a wide variety of duties and responsibilities with speed and accuracy under the pressure of time-sensitive deadlines
• Perform multiple tasks simultaneously, including handling interruptions, to complete tasks in a timely manner
• Work in a team environment by assisting others, being adaptable to changing circumstances while being pleasant and professional
• Lift a minimum of 50 pounds
• Type 40 words per minute
• Pass a background check

Experience and Training:

• Minimum of two (2) years of experience with the responsibilities listed required, five (5) years preferred
• One (1) year of office experience
• Experience with Microsoft Office suite
• Background in accounting and finance preferred, particularly for credit card reconciliation and budget-related matters
• Grant reporting experience preferred
• High School diploma or equivalent required
• Current Washington Driver's License and reliable transportation

Physical Demands:

• The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus.
• The noise level in the work environment is usually moderately quiet while in the office.

Benefits:

• Medical, Dental, Vision with City contribution towards premium
• Retirement through WA State Department of Retirement (DRS)
• HRA VEBA Contribution
• Group Life Insurance
• PTO including vacation and sick time accrual, paid holidays (13), and personal holidays (4)