General Function
The incumbent is responsible for the creation, maintenance, storage and retrieval of City Attorney’s Office confidential records, including providing assistance to the departmental staff, general public, courts, as well as affiliated agencies and attorneys requiring assistance with these prosecutorial records. Other responsibilities include the performance of moderately complex clerical duties which includes processing police reports, preparing reports, updating case status, using a computer to prepare basic documents/letters, and accessing, maintaining, updating, researching and verifying computer databases.
The incumbent performs moderately complex clerical support work of a regular and recurring nature within defined practices and procedures. Work is reviewed periodically through meetings, conferences, and reports for conformance to departmental procedures, timeliness of completion and results obtained.
Representative Essential Duties And Responsibilities
(Note – this list is intended only to illustrate the various types of work that may be performed. The omission of specific statements does not exclude them from the position.)
Enter data from police reports and other sources into database. Run necessary reports.
Utilize the computer to research, locate, and update case records. Verify warrants. Obtain police reports from other agencies.
Create, process, and maintain files. File and retrieve a large volume of case files and documents. Track file locations and log file movement. Perform quality control data entry checks. Receive, sort, and distribute law enforcement reports. Distribute follow-up reports when received from law enforcement agencies and send reminder notices to law enforcement agencies when follow-up reports have not been received.
Compose notes and transmittals relevant to assignments; operate a computer to prepare basic documents and correspondence; operate other office equipment as required.
Respond to requests from the public, court offices, attorneys, etc. regarding case status information.
Establish and maintain cooperative, effective, and productive working relationships using tact, patience and courtesy.
Effectively plan and organize work and complete tasks within prescribed timeframes.
Verify, edit, and format documents and correspondence that include confidential information.
Help coordinate and assist with victims, witnesses, and law enforcement officers for hearings, trials and interviews.
Answer phones and provide assistance to the public in relation to pending legal matters.
Work with numbers and file records and document accurately within existing systems and/or establish new filing systems.
Other Duties
- Regular attendance is an essential requirement
- Performs related work as assigned and/or required
Knowledge Of
KNOWLEDGE, SKILLS and ABILITIES (Entry Requirements)
- General and specialized office practices and procedures with specific training or education within the legal secretarial profession.
- Computer data entry and Microsoft Word.
- Business English, composition, spelling, grammar and punctuation.
- Standard office practices.
Ability To
- Learn and retain procedures.
- Write in neat and legible handwriting.
- Transmit clear explanations of procedures and regulations.
- Operate Microsoft Office products including Word.
- Operate a computer terminal/personal computer, copier, and other common office equipment is required.
- Operate standard office equipment and machines.
- Take directions from more than one individual.
- Organize and prioritize work assignments and maintain professional demeanor under stressful situations.
- Maintain neat personal appearance and courteous attitude toward public and fellow employees.
- Enter and retrieve computer data.
- Communicate effectively both orally and in writing.
- Establish effective working relationships with co-workers, other departments, and the general public.
- Ability to express ideas clearly and concisely both orally and in writing.
- Ability to maintain the confidentiality of records and work products, due to the confidential nature of this position.
Qualifying Education And Experience (Minimum Requirements)
Combined training and experience which demonstrates that a person has obtained the required knowledge and is able to perform the work required (with reasonable accommodation, if necessary). A person with the following combined training and experience would typically qualify; two (2) years of related college-level course work and two years of clerical experience which includes computer data entry and retrieval and a minimum typing speed of 40 wpm. An equivalent combination of education, experience, and training sufficient to successfully perform the essential duties of the job such as those listed above must be demonstrated by the applicant.
- Experience working in a judicial environment is desirable.
- Experience working in a Prosecutor’s Office is highly desirable.
A valid Washington State Driver’s License is required.
Physical Requirements
- Reaching. Extending hand(s) and arm(s) in any direction.
- Fingering. Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.
- Feeling. Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
- Talking. Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
- Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.
- Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers.
- Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
WORKING CONDITIONS
The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work.
Sitting may be required for extended periods of time.
In-person and telephone contact with departmental staff, the general public, law enforcement personnel, court offices, and other City departments requires the ability to communicate effectively.
Examination Process and Required Documents
The City of Bremerton is committed to integrating diverse perspectives into our workplace culture and encourages our employees to bring their whole, authentic selves to work. We strive to create a diverse team that allows us to effectively connect to the community we serve.
Applicants can apply on-line at http://www.BremertonWA.gov/169/Current-Jobs, or application packets may be obtained from the Human Resources Department, or by calling (360) 473-5348.
Required Application Materials: City application and personal résumé are required. Incomplete application packets will not be considered. Required application materials must be returned to the Human Resources Office by 5:00 p.m. on the closing date. The City of Bremerton is NOT responsible for errors of any kind with faxed or e-mailed application packets. Original signature is required on paper application forms. It is the responsibility of the applicant to carefully list all pertinent experience and training.
Important Application Note: Please do not attach copies of certifications to your application unless they are listed as a requirement for the position. You are welcome to mention relevant certifications on your resume.
Appraisal of Experience and Education/Training: At this initial review, application packets may be evaluated entirely on the basis of information you provided in the completed City application form. Applicants should include all relevant information on the City application. Applicant’s education, training, and experience will be assessed. The top qualifying candidates will be invited to participate further in the examination process. Meeting or exceeding qualifications does not guarantee the applicant will be invited to participate in the oral examination process.
Oral Examination: A panel will evaluate the applicant’s training, experience, and ability to perform the job. Placement on the eligibility list is determined by weighted examination scores as follows:
Employee Preference: Regular City employees applying for and passing an Open Examination will have seven point five (7.5) percent of their PASSING score added to establish their final score.
Veteran's Preference: Veterans, who have passed an examination, shall be entitled to preference pursuant to Chapter 41.04 RCW.
NOTE TO APPLICANTS WITH DISABILITIES: Applicants with disabilities who will need special accommodation for examination must advise Human Resources no later than one (1) week prior to the scheduled examination so that appropriate arrangements can be made. (360) 473-5348.
LEGAL and REGULATORY EMPLOYMENT CONDITIONS
Fair Labor Standards Act: The classification is non-exempt under the laws of Fair Labor Standards Act minimum wage and overtime provisions.
Representation: The classification is exempt from the bargaining unit pursuant to the Recognition Article of the current labor agreement between the City of Bremerton and the Teamsters Local 589.
Civil Service: The classification is excluded from the City's Civil Service System.
Appointment and Removal Authority: The position is filled by appointment by the City Attorney. Removal is at the will of the City Attorney in conformance with Human Resources Policies.
This classification specification does not constitute an employment agreement between the City and employee. It is subject to change by the City, with the approval of Human Resources, as the needs of the City and requirements change.
Equal Employment Opportunity Statement
It is the policy of the City of Bremerton to offer equal employment opportunity to all individuals. The City of Bremerton will administer all actions with respect to employment practices in compliance with federal, state and local laws, and will not discriminate in any employment practice on the basis of age (40+), sex, race, creed, color, national origin, sexual orientation/gender identity, marital status, military status, or the presence of any physical, mental or sensory disability.
ADA Statement
The City of Bremerton does not discriminate on the basis of disability in programs and activities, which it operates pursuant to the requirements of the Americans with Disabilities Act of 1990, and ADA Amendments Act. This policy extends to both employment and admission to participation in the programs, services and activities of the City of Bremerton. Reasonable accommodation for employees or applicants for employment will be provided.
The City of Bremerton is proud to be an Equal Employment Opportunity Employer committed to a diverse workforce.
Group Insurance - Effective the first of the month following the date of hire, regular employees are eligible for the City's medical and dental insurance plans.
Currently, the City pays the premium for your choice of one of two health insurance plans, Kaiser Permanente or Regence HealthFirst 250 Plan. To cover dependents employees pay 20% of the dependent premium. Dependents may be added when hired, within 30 days of birth or adoption, during the annual open enrollment, or if you have a qualifying event (e.g. marriage, divorce, spouse loss of job or medical coverage). Detailed coverage and rate information is available from Human Resources.
Stipend in Lieu of Medical Coverage
An Employee Who Waives The Right To Obtain Medical Insurance Coverage Through The City And Who Provides Proof Of Credible Coverage Through His/her Spouse Or Other Source Shall Be Entitled To Receive a Stipend As Follows
Employee Only $150.00
Employee & Spouse $300.00
Employee, Spouse & 1 Dependent $350.00
Employee, Spouse & 2 Dependents $400.00
Employee & 1 Dependent $300.00
Employee & 2 Dependents $350.00
Employees shall be required to notify Human Resources, in writing, during open enrollment, of their desire to waive medical coverage, or at anytime during the year if a qualifying event occurs which would change their status (e.g. marriage, divorce, spouse loss of job or medical coverage).
Dental Plan - The City provides a dental plan through Washington Dental Service for both you and your dependents at no cost to you. Dependents must be added when you are hired, within 30 days of birth or adoption, or during the annual open enrollment.
VSP Vision Plan - The City provides vision coverage for both employee and dependents at no cost to the employee. Dependents must be added when you are hired, within 30 days of birth or adoption, or during the annual open enrollment.
Life Insurance - Life Insurance is available at the employee's expense in amounts from $10,000 to $500,000. You may enroll when hired or at annual open enrollment.
Voluntary Long-Term Disability (LTD) – LTD coverage is available at the employee's expense. LTD will pay you up to 60% of your salary if you become disabled for more than 90 days due to the same or a related sickness or injury, which must be accumulated within a 180 day period.
Voluntary Short Term Disability (STD) - STD coverage is available at the employee's expense. Monthly benefit amounts from $400 - $5,000 (offered in increments of $100). Maximum income replacement is 66 2/3% of income. Benefit periods are 3 months; 6 months; 12 months; or 24 months.
Retirement - The City provides a comprehensive retirement program through the Public Employment Retirement System (PERS). If you have an account established in PERS prior to October 1, 1977, Plan 1 would apply or after October 1, 1977, Plan 2 or 3 would apply. If you have not already made a plan choice, you have the option of Plan 2 or Plan 3. You have 90 days from your employment date to choose between Plan 2 and Plan 3. If you have not decided within 90 days of employment, you will automatically be enrolled in Plan 3, Option A, at 5%.
The PERS plans 1 and 2 are defined benefit plans to be taken when you qualify for retirement. Service credit and average final compensation with a minimum of 5 years service for vesting determine the amount of the benefit. Plan 3 is a combination of defined benefit plan and a defined contribution plan. See your plan booklets for further information.
Deferred Compensation - You may choose between three different plans. The City will contribute 4% of your gross monthly wages. If you wish, you may also contribute with a minimum of $30 per month and a maximum annual combined contribution (employer and employee) of $24,500 You have 30 days to return your plan choice to Human Resources.
Holidays - The City observes the following holidays plus one (1) floating holiday:
New Year's Day
Martin Luther King's Birthday
President's Day
Memorial Day
Juneteenth
Independence Day
Labor Day
Veteran's Day
Thanksgiving Day
Day after Thanksgiving
Christmas
Holidays that fall on Saturday are observed the preceding Friday. Holidays that fall on Sunday are observed on Monday. You must take your floating holiday by 12/31 or it will be forfeited.
Vacation Leave - Management And Professional Staff Will Be Granted Vacation Days At The First Of Each Year Based On Years Of Employment
Through 2 full years 15 days
Through 5 full years 20 days
After 5 full years 25 days
Sick Leave - Sick leave is accrued at the rate of 12 full days per year and is credited to your sick leave balance each pay period. The maximum accrual is 125 days. If you use 2 or less sick days in a calendar year, an incentive of 1 vacation day will be added to your vacation balance at the beginning of the following year.
Bereavement Leave - Upon the death of a member of the employees immediate family, three days of bereavement leave are allowed for attending funerals in the State of Washington and five days for attending out of State funerals.
For additional information refer to BMC 2.50 or contact Human Resources at 360-473-5347 or click here.