Administrative Assistant - Law

POSITION TITLE: Administrative Assistant – Law Enforcement
DEPARTMENT: Public Safety
LOCATION: Ridgefield, WA
REPORTS TO: Director of Public Safety
STATUS: Nonexempt, fulltime
WAGE RANGE: $39.55 - $47.40

Closing Date: January 22, 2026

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered preference in hiring, please upload documentation with your resume and cover letter. Acceptable documentation includes Tribal Enrollment card, a letter from your Tribe stating your enrollment, or BIA 4432 and/or DD214.***

Position Summary:

Contributes to the efficient daily operation of the Department of Public Safety by performing a variety of secretarial, legal, and administrative duties. Maintains professionalism in all interactions with internal and external customers. Honors and represents the mission, vision, values of CIT and Public Safety department.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Attends meetings and takes notes and minutes as requested; documents action items and decisions; informs department staff of any pertinent actions or decisions as requested.
• Arranges travel, prepares and submits travel-related documents; maintains travel information as necessary.
• Prepares purchase and payment orders and other pertinent paperwork for processing payments; maintains financial records.
• Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested.
• Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.
• Establishes and maintains an effective filing and retrieval system of departmental communication and information.
• Assists with record keeping of all public safety report files.
• Maintains employees’ timesheets and reimbursement forms.
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
• Receives, sorts, logs, and routes mail.
• Greets internal and external customers and visitors; determines nature of business, answers questions, and directs to appropriate personnel.
• Provides legal support in the research, preparation, and management of legal documents.
• Collects all fees, fines, and record requests for court, police, and Public Safety.
• Ensures all court hearings and proceedings are properly recorded and stored.
• Provides oaths to witnesses who appear before the court.
• Maintains and operates office machines, equipment, and computers; performs or coordinates general maintenance and repair.
• Photocopies, collates, distributes, and files documents.
• Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.
• Maintains inventory of office supplies.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of relevant laws, regulations, and rules pertaining to law enforcement and the Cowlitz Indian Tribe.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of modern office functions, procedures, and equipment.
• Knowledge of records management.
• Knowledge of Grant Management.
• Knowledge of and sensitivity to tribal customs and beliefs.
• Ability to operate various word-processing, spreadsheet, presentation, and database software programs.
• Ability to understand and prepare legal documents.
• Ability to maintain confidentiality.
• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to create effective presentations.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to handle multiple tasks and meet deadlines.
• Ability to work independently with minimal supervision.
• Ability to gather data, compile information, and prepare reports.
• Ability to represent organization in a professional manner, building respect and confidence in the community.
• Ability to demonstrate moral character, honesty, tact, fairness, lack of prejudice, and desire to help when dealing with people.

Minimum Qualifications:

• High School Diploma/GED.
• Must be 21 years of age.
• Five years related administrative experience, including some experience in law office, court, law enforcement, or public safety setting.
• Obtain and maintain Notary of the Public Certification within six months of hire date.
• Obtain and maintain ACCESS and NCIC Certifications within six months of hire date.
• Must be able to successfully pass a background screening / investigation according to the established requirements below.

Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CIT’s established safety policies regarding vaccine requirements and personal protective equipment (PPE).

Background Investigation Requirements:

• Pre-employment drug screen.
• Reference checks, education and employment verification.
• Federal, state, and/or tribal criminal history and sanction checks including fingerprint verification.
• Has not been found guilty of, charged with, received a deferred sentence, received a conditional discharge of, or entered a plea of not contest to, or entered a plea of guilty to any one felony or misdemeanor crimes of violence, sexual assault, molestation, exploitation or sexual contact; prostitution; or crimes committed against person(s) or children.
• Medical, psychological and stress examination or test.

Physical Demands:

While performing the duties of this job, the employee frequently is required to talk and hear. The employee frequently is required to use hands, wrists, and fingers associated with computer equipment. The employee will occasionally walk and stand and reach with arms and hands. The employee may be required to sit for extended periods of time. Normal visual acuity is required by this job. The position requires occasional lifting of 20 lbs.

Work Environment:

Work is generally performed in a typical interior/office or courtroom environment. Noise level is usually minimal. Travel within the local communities and in or out of state may be required. Extended hours and irregular shifts may be required.