Administrative Assistant

About the Agency:
The WSP actively supports Diversity, Equity, Inclusion in the workplace, and is an Equal Opportunity Employer. The WSP strives to create and foster an inclusive culture inspiring everyone to be their authentic selves, speak openly, and be courageous. The WSP continues to focus on equitable hiring, training, and promotional practices and policies through innovative recruitment and retention solutions. Partnering with our communities helps the WSP provide the best in public safety services now and into the future. 
 

About the Division:

The Firearms Background Division (FBD) was established by RCW 43.43.580 to be a centralized point of contact for firearms background checks. FBD provides firearm eligibility background check services to Federal Firearms Licensees (FFLs), WSP and non-WSP evidence officers releasing a firearm from evidence or safekeeping, and Prosecuting Attorneys Offices for Restoration of Firearm Rights petitions, as well as entering qualifying court orders prohibiting firearm possession into the National Instant Criminal Background Check System (NICS) Indices.

The Secure Automated Firearms E-Check (SAFE) system is used to process the submissions from FFLs, evidence officers, and prosecutors, providing an efficient and robust platform for FBD Employees to use to make their eligibility determinations. The Division is comprised of three sections:  

The Quality Assurance and Training Unit (QATU) is responsible for all the training for the Division in how to conduct a firearm background check, keeping trained employees up to date on any statutory changes, and providing subject matter expert guidance

The Research: In-State (RIS) teams are responsible for researching data sources for in-state background checks, incoming requests from firearm dealers, evidence officers, and prosecutors and provide direct customer interaction with those users.  

The Research: Out-of-State (ROS) teams are responsible for researching data sources for out-of-state background checks, as well as processing appeals of denials, working with courts, attorneys, and appellants.

FBD team members use extensive and authoritative knowledge of state and federal laws (RCW 9.41, 18 USC 922, and 28 CFR Part 25), policies, rules, and procedures to perform complex determinations of firearm possession eligibility in order to render a final decision on an individual’s constitutional right to possess a firearm. Members of both units share responsibility of making entries into the NICS Indices for court orders, or when non-fingerprinted prohibiting events are discovered during the course of a background check.

RCW 9.41.041(3)(d) requires County Prosecutors to obtain written verification from WSP that a petitioner for a restoration of firearm rights petition would be eligible should the petition be granted. This statute requires FBD personnel to perform essentially the same background check that an individual would undergo if they were to transfer a firearm, and report back to the prosecutor prior to the restoration petition being presented to the court.

 Duties

About the Position:
The Administrative Assistant 4 reports directly to the Division Commander and is the principal assistant providing administrative support to the Division Commander and the management team. The position is responsible for the oversight of administrative operations within the Division and ensures consistency with agency policy, procedure and local standard operating procedures. The incumbent interacts with FBD Commander, Assistant Division Commander, Investigative Services Bureau command staff, and other internal and external stakeholders to accomplish work.

Our new teammate will be able to:

• Facilitate work on behalf of the Division Commander.
• Make decisions for Division Commander on administrative matters.
• Speak on behalf of the Division Commander at meetings, conferences, etc. on administrative policy matters.
• Update policies in regard to procedures for administrative matters.
• Prepare briefing materials, reports, and other supporting materials to be used by the Division Commander.
• Serve as primary point of contact on behalf of Division Commander.
• Develop and maintains the Division Commander's confidential administrative files.
• Act as liaison between Division Commander and internal, as well as external stakeholders.
• Obtain proper approvals and retain Training and Travel Request documents according to record retention policies.
• Direct and/or coordinate special projects.
• Prepare annual reports and resolve contractual issues.
• Conduct or supervise the preparation of studies or project summaries.
• Coordinate with program managers and budget staff in preparing request packages and budget related response to the legislature.
• Oversee legislation development.
• Research federal and state regulations on behalf of the Division Commander as they pertain to their scope of responsibility.
• Participate in strategic and quality planning process.
• Develop budget estimates, monitors, and controls budgets from a variety of sources.
• Approve funds to purchase equipment, and service orders.
• Compile data and prepare complex grant/budget proposals for new, continuation, and competitive renewals on grants and contracts.
• Coordinate and facilitate the on-boarding and off-boarding of staff with all associated agency support departments.
• Provide backup to other administrative assistants.

Qualifications

Required Qualifications: 

• Must have a High School Diploma or GED Equivalent
• Must have four years of progressively responsible experience in office/clerical, secretarial, or general administrative work.
  • An Associate's degree in Business Administration or related field may substitute for two years of the required experience.