Administrative Assistant

City of Vancouver; United States; On-site; USD 57,000 - 85,000; Full time

Job summary

City of Vancouver is seeking an Administrative Assistant in the Vancouver Police Department to provide mid-level administrative and program coordination support to the Chief’s Office. The role handles leave management, separations workflows, meetings, events, and personnel processes, with a focus on accuracy, confidentiality, and policy compliance.

This full-time non-exempt position supports HR/Payroll/Logistics/Training teams and collaborates with the Executive Assistant on complex projects,

Qualifications

• 3+ years of administrative experience; public sector or police department experience preferred.
• Strong attention to detail and process management.
• Proficiency with MS Office/365; familiarity with Workday, timekeeping, and records/document systems.

Responsibilities

• Oversee administrative and program coordination support to the Chief’s Office.
• Coordinate leave management, employee separations, and related communications.
• Plan internal events, meetings, and ceremonies; track agendas and logistics.
• Manage calendars for the Assistant Chief and travel, registrations, and spend authorizations.

Skills

Administrative support

Leave management

MS Office 365

Timekeeping systems

Tools

Workday

Job description

Salary Range 4,732.00 - 7,097.00

Job Summary

As one of the fastest growing cities in the Pacific Northwest, Vancouver is building a city of the future through innovation, sustainable development, excellent leadership and effectively working with an engaged community. Our growth is guided by our core values of livability, sustainability and resiliency, innovation, and equity and inclusion, and we accomplish our work through collaboration, innovation, compassion and empowerment. If who we are speaks to you, and if you’re the type of person who is interested in joining a team involved in ensuring the safety of the Vancouver community then the City of Vancouver may be for you. We’re currently recruiting for an Administrative Assistant in the Vancouver Police Department. The primary responsibilities for the job are to provide mid-level administrative and program coordination support to the Chief’s Office. Primary responsibilities include coordinating employee leave, managing separations workflows, organizing internal events and meetings, and supporting personnel processes. The role applies established procedures, ensures timely communication with HR/Payroll/Logistics/Training and supervisors, and supports the Executive Assistant on complex projects. This is a full-time, regular, non-exempt non-union position. The schedule for this position is M-F, 8am to 5pm. At the City of Vancouver, we are committed to paying our employees fairly, equitably, and competitively. City salaries are structured so that the midpoint of the salary range approximates the amount typically paid for the job in this geographic area. Candidates with experience supporting their ability to come in and hit the ground running may receive a starting salary around the midpoint of the listed salary range. Actual salary at offer is influenced by a host of factors, including a candidate’s relevant experience, education, licensure, certifications, and internal equity. The higher end of the listed pay range indicates the salary growth potential of the position.

The first review of applications is on Tuesday, October 13, 2026, or the first 100 applications, whichever comes first.

Key Responsibilities

Program Coordination — Leave Management

• Oversee Long-Term Leave: track all leave types (workers’ compensation, FMLA/PFML, military, extended, modified duty), maintain documentation, and coordinate modified duty assignments.
• Prepare and distribute personnel orders, modified duty letters, and related communications.
• Lead monthly leave team meetings; ensure status updates and follow-through.

Meetings & Events

• Coordinate Sergeant’s Quarterly meetings (dates/times, invites, agenda tracking).
• Plan internal ceremonies and events (Awards Ceremonies, other internal events), including logistics, volunteers, catering, set up/cleanup.
• Draft and validate oaths of office for swearing-in ceremonies.

Calendars, Travel & Financials

• Manage Assistant Chief calendars, prioritizing competing demands.
• Coordinate Assistant Chief travel, registrations, spend authorizations, and reconcile P-card purchases in compliance with City policy.

Personnel Processes — Separations & Probation

• Coordinate separations workflows (draft/route paperwork, notify HR/Payroll/Logistics/IT, system deactivation, roster updates).
• Manage probation tracking schedule; partner with Support Specialist for reminder distribution; follow up on evaluations and retention memos.

Records & Administrative Support

• Maintain program records; coordinate with HR/Payroll, Chiefs Office, and chains of command.
• Support PDR responses on routine items; elevate complex/sensitive requests to EA/Legal/PSU.
• Coordinate facilities/building issues with Logistics; monitor resolution.
• Maintain upkeep/tidiness of meeting rooms and common areas, partnering with Support Specialist.

Collaboration

• Provide mid-level support to the Executive Assistant on cross-department projects and executive events.

Competencies

• Procedure adherence and reliability
• Stakeholder coordination
• Records accuracy and timeliness
• Event logistics and planning
• Confidential handling of personnel/medical information

Qualifications

• Minimum Qualifications: 3+ years of administrative experience; public sector or police department experience preferred.
• Strong attention to detail and process management; effective communication and coordination skills.
• Proficiency with MS Office/365; familiarity with Workday, timekeeping, and records/document systems.

Abilities

• Demonstrate a commitment to valuing differences among people and to being inclusive.
• Show the utmost respect for others and act as a team player.
• Promote safety as a guiding principle and a regular practice in accomplishing work by focusing on safe practices and complying with safety and health policies and procedures.
• Recognize unsafe conditions which may be hazardous to an employee or to the public.
• Works in safe and responsible manner; not putting self or others at risk.
• Complies with applicable policies and procedures including but not limited to using personal protective equipment, observing warning signs, learning about potential hazards, and reporting all unsafe conditions.

This position is subject to successful completion of a comprehensive VPD background investigation that may include a polygraph.

Safety

The City of Vancouver believes every employee plays a role in maintaining a safe workplace. The City of Vancouver promotes safety as a guiding principle and practice and accomplishes work by creating safe work environments, complying with safety and health policies and procedures and consistently seeking improvements that support operational excellence.

Diversity and Inclusion

At the City of Vancouver, we value and foster a workplace comprised of people with a range of different backgrounds, experiences and cultures. We recognize that a diverse and inclusive team is key to innovation, effectiveness and a positive culture. We are proud to be an Equal Opportunity Employer.

Equal Employment Opportunity Statement: The City of Vancouver is dedicated to maintaining a work environment that extends equal opportunity to all individuals, regardless of their race, color, sex, age, religion, national origin, marital status, veteran status, disability sexual orientation or gender identity. Employment decisions will be made to further the principle of equal employment opportunity and to comply with state, federal and local laws. We affirm through this policy statement our continuing commitment to the principles of equity and nondiscrimination.

Veterans’ Preference

Under Washington law, qualified veterans may be eligible for Veterans’ preference when applying for City of Vancouver positions. Honorably discharged Veterans, their surviving spouses or spouses of honorably discharged Veterans with a permanent and total service-connected disability who would like to be considered for a Veterans’ preference for this job should provide the qualifying documents as instructed during the application process.

ADA Accommodation

Accommodations will be considered for applicants or candidates with a qualifying disability that prevents them from participating in this process. Accommodations will be made where the City can reasonably provide them without imposing an undue hardship on the business or compromising the integrity of the recruitment process. An applicant with any disability who believes that they need an accommodation should contact Human Resources: call 360-487-8417 or email [e-mail]

Job Posting End Date, and Other Notes

Open Until Filled

The City of Vancouver looks for people who are passionate about service and want to be part of the City's ambition to become a more exceptional community. We value employees who are adaptable, innovative, collaborative and hold themselves to the highest standard of integrity and excellence in the spirit of public service. Our greatest assets are the more than 950 people who make the City of Vancouver work every day. Whether architects or engineers, lawyers or accountants, police officers or firefighters, journeymen or apprentices, our employees work every day to make Vancouver a more safe, welcoming, vibrant and prosperous city. The services we provide touch every resident and business in the city. If you are looking for a challenging career where you can make a difference every day, the City may be the place for you. City departments span a wide range of specialties, from public works, parks, administration and human resources to communications, public safety, information technology, finance, economic development and law. The size and scope of our organization means that the opportunities we offer are as diverse as the people that work here. Beyond the City’s competitive salaries, our benefits and work environment support and encourage a healthy, balanced lifestyle and ongoing development and learning opportunities. Working at the City is not just a “government” job. A career at the City can be a rewarding way to contribute to your community and earn a living. Our organization is made up of dynamic employees who enjoy the many opportunities and benefits offered by challenging and rewarding work.

City of Vancouver Career Page Contact Human Resources Inside The City Application Help In conjunction with the Americans with Disabilities Act, disability will be considered only in context of an applicant's ability to perform essential functions of the job and to determine reasonable accommodation. The physical demands described in job announcements are representative of those that must be met by an employee to successfully perform the essential functions of the job. Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Announcement information can be made available in an alternative format by calling 711 (Relay Operator for the Deaf). Tobacco Free/Drug Free Workplace Equal Opportunity Employer