Administrative Specialist -Records

Chelan County Comunty Development Dept.; Wenatchee (WA); On-site; USD 48,000 - 69,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Life insurance

Washington state retirement (DRS)

Health Reimbursement Arrangement (HRA)

Paid holidays

Vacation and sick leave accruals

Job summary

Chelan County Sheriff’s Office seeks an Administrative Specialist – Records to provide frontline customer service and handle a range of administrative tasks. The role supports sheriff’s office operations with file management, reports, and communications, while ensuring confidentiality and accuracy.

This Civil Service protected position is advertised to establish an eligibility list for the Sheriff’s Office. Work involves routine to complex clerical duties, with exams and a structured workflow.

Qualifications

• Must have good general office practices and customer service skills.
• Ability to communicate clearly in writing and verbally.
• Experience handling confidential information and records.
• Proficiency with common office software and equipment.

Responsibilities

• Provide responsive customer service in person and over the phone.
• Prepare and format reports, forms, and correspondence.
• Maintain and organize manuals, files, and records.
• Assist with document retrieval and release to authorized parties.
• Support office operations and meeting coordination.

Skills

Customer service

Strong communication

Discretion / confidentiality

Office software familiarity

Education

High school diploma or GED

Tools

Microsoft Word

Excel

Outlook

Job description

Description

Administrative Specialist – Records, is a Civil Service protected position and will be tested for in accordance with Chelan County Civil Service Rules. This examination is being held for the purpose of establishing an eligibility list for the hiring of the position of Administrative Specialist – Records, in the Sheriff’s Office. This position performs customer service and specialized administrative/clerical work in support of the Chelan County Sheriff’s Office operations, functions and programs.

Salary

A091 Steps 1-4 $4,268.49 – $5,101.90 Monthly DOE Longevity Steps 5-8 $5,357.00- $6,201.39

Benefits

The comprehensive benefits package includes medical, dental, and life insurance, as well as participation in the Washington State Department of Retirement Systems (DRS). Chelan County also contributes to a Health Reimbursement Arrangement (HRA). Optional benefits, including deferred compensation, are also available. Employees receive paid holidays, additional floating holidays as provided under the applicable collective bargaining agreement, and monthly vacation and sick leave accruals.

Position Close Date

September 25, 2026 at 12:00 p.m.

Civil Service Examination Dates

• Administrative Skills Test; Tentative October 1, 12:30pm-2:30pm
• Oral Boards; TBD (upon passing administrative skills test)

Distinguishing Characteristics

The primary focus of this position is customer service providing routine information and assistance in-person and over the phone, also performs a wide variety of responsible and complex administrative, technical and clerical duties for the Sheriff’s Office, to include maintaining manual and/or electronic files, accessing and releasing documents, files and other, preparing and/or typing reports, filing and correspondence. Other projects and duties as assigned.

Supervision Received and Exercised

Perform routine duties with moderate supervision following established procedures and deadlines. Defined latitude to make decisions in non-routine situations requiring judgment. May perform lead duties for specific programs or assigned tasks; may provide functional leadership of team efforts and/or assigned projects. This position is not expected to perform supervision of staff.

Essential Duties and Responsibilities

• Provide responsive customer service both in-person and on the phone; pacify hostile customers/situations; respond to public inquiries and requests or direct customer to the appropriate staff person; gives accurate information about sheriff’s office operations, common procedural questions, and area information.
• Use appropriate tools to view, enter, edit, format, revise, print, process and distribute information; plan, create and produce a variety of written material such as forms, correspondence, manuals, articles, lists, invoices, charts, matrices, reports records, templates, models and other documents of similar complexity.
• Coordinate, document and track pertinent data to meet the information and reporting needs of the work unit; evaluate reporting/recordkeeping requirements and recommend best means of tracking data; gather and analyze data; review statistical information to identify trends and quantify results; review procedures for compliance with applicable regulatory requirements.
• May assume administrative responsibility for a specific project, either conducted independently or with the assistance of other employees; identify resource needs and develop action plans; may set up plans and procedures for achieving objectives and providing leadership to work teams as assigned.
• Perform incidental general office/secretarial tasks such as monitoring and ordering standard office supplies; collating and assembling documents; accepting and delivering inter-departmental correspondence, photocopying and faxing correspondence and reports; attending meetings and taking and/or distributing minutes; screening calls and visitors.
• Conduct research as directed; use independent judgment to identify resources; prepare reports as assigned; coordinate information with outside agencies or other County staff.
• Remain current on issues of interest to the County; implement follow-up actions.

Note

Represented job duties do not include marginal tasks which are also performed but are incidental to the primary functions. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position, nor does every position allocated to the class necessarily perform every duty listed. Personal characteristics required of all employees such as honesty, integrity, promptness, industry, sobriety and the ability to get along with others, are presumed qualities and are not listed specifically.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Qualifications

This position may require any combination of the following knowledge, skills and abilities. Operate some or all of the following office machines and equipment:

• PC with Windows software and printer
• Adding machine and calculator
• Photocopier, fax and document scanner

Scope, Complexity and Judgment

• Use judgment and initiative in selecting the most effective and efficient work methods/tools and determining a proper course of action or how best to produce a desired outcome/result.
• Ability to research and resolve problems without precedent or historical practice.
• Where work is accomplished electronically, projects involve the application of advanced program functionality requiring understanding of technical capabilities and practical methodologies.

Decision Making

• Exercise independent judgment in decision making within the context of existing policies, procedures, and precedents.
• Decisions involving the interpretation of unclear guidelines or major departure from existing standards or procedures are discussed with the supervisor before action is taken.

Knowledge and Abilities

• Knowledge of general office practices and Microsoft Word, Excel, and Outlook.
• Ability to operate standard office equipment.
• Possess mastery of Business English and grammar sufficient to write and edit business materials.
• Oral and written communication skills sufficient to exchange or convey information and to receive work direction.
• Must have capacity to maintain strictest confidentiality related to information and materials handled and processed.
• Must demonstrate acceptable proficiency in standard business process and customer service, as required by specific job duties.

Minimum Requirements

• At least 21 years of age
• Must be a United States citizen
• Must have high school diploma or GED
• Computer keyboard proficiency of 55 words per minute or greater.
• English language proficiency, both oral and written
• Must successfully pass a background investigation including psychological and polygraph tests
• Ability to pass entrance exam
• Must have two (2) years of experience in an office setting; comparable experience in the public sector, a law enforcement agency or an agency providing direct law enforcement support preferred.

Working Conditions

Work is performed in a fast-paced office setting with frequent interruptions and with the need to deal with a widely diverse population. May be required to work outside of regular business hours. As a member of the Sheriff’s Office, you may be called upon to view and/or read explicit/graphic material.

Work is primarily performed in an office setting. Occasional need to pick up or deliver items in the community and to other County departments. May be called to assist at the scene of an incident; could be exposed to inclement weather conditions and uneven terrain and possibly dangerous situations.