Administrative Assistant

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.

Job Details

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, setup/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; escalate 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

Working Conditions

• Office environment; frequent deadlines; occasional event support outside standard hours.

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.

The City of Vancouver is committed to advancing equity and creating a welcoming and inclusive workplace. We recognize that progress depends on more than just a verbal commitment; it depends on making meaningful organizational change. We developed and continue to develop strategies to enhance employee-centered programs, eliminate recruitment and advancement barriers, elevate employee understanding of DEI and cultural competency and build an inclusive and welcoming place to call work. We hope you’ll consider joining us on the journey!

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 [email protected]

Job Posting End Date

Open Until Filled