TOWNSHIP OF MOON
JOB DESCRIPTION

DEPARTMENT: POLICE DEPARTMENT

JOB TITLE: ADMINISRATIVE ASSISTANT II

IMMEDIATE SUPERVISOR: CHEIF OF POLICE

DATE: JUNE 7, 2024

POSITION SUMMARY

Under the supervision of the Chief of Police or his/her designee, the incumbent performs

a variety of routine and complex clerical, secretarial and administrative work. The work of

this class involves matters of a confidential nature and heavy contact with the public.

Although the work is supervised, this position requires the exercise of sound judgment,

personal initiative and minimal supervision. The work requires the incumbent to exercise

mature judgement and discretion and apply knowledge of operational procedures and

limitations of the Department in interaction with the public when either furnishing

information or receiving complaints. All work is subject to close supervision and review

for both content and accuracy.

ESSENTIAL FUNCTIONS

• Prepare criminal complaints for the Patrol and Special Units and all juvenile

complaints, which includes preparation of the arrest report and entry into the

records management system.

• Monitor and manage cases submitted for pre-trial to ensure documentation is

complete and submitted timely.

• Maintain crime lab reports both in case file and within records management

system.

• Maintain all juvenile records, including criminal arrests and citations.
• Monitor court calendars and communicate schedules and changes to officers.
• Maintain arrest files, in both physical and digital form, depending upon status of

case and disposition.

• Handles the “Search for Current Whereabouts” process by maintaining a data

base of when these searches are due and notifies the officers.

• Process all reportable and non-reportable crashes, enter into records

management system and submit to PA DOT.

• Processes Soliciting Permit applications, issue permits and maintain the “Do Not

Solicit List”.

• Issue permits for business and residential security alarms, monitor false alarms

and invoice alarm holders in accordance with Township ordinance.

• Schedule child safety seat appointments and coordinate with the officers to install

the seats.

• Prepare monthly reports for the Special Unit.
• Review daily records management system reports and distribute to other

departments as warranted.

• Review requests for service and distribute to other departments as warranted.
• Compose correspondence and inter-office communications.
• Perform time entry for payroll processing.
• Answer phones, record messages, screen and direct visitors to the appropriate

office or building, receive complaints and requests for service.

• Provide administrative and clerical support to officers.
• Submit criminal records checks to Pennsylvania State Police.
• Establish and maintain effective working relationships with other employees and

the public.

• Performs all other duties or functions as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

1. Thorough knowledge of modern office practices and procedures, and thorough

knowledge of grammar, spelling and punctuation.

2. Ability to use Microsoft Office Suite ( be proficient in Word, Excel, Outlook and

Power Point.)

3. General knowledge of the functions of municipal government.

4. Working knowledge of records management systems.

5. Ability to exercise good customer service skills and tact when dealing with the

public in person and by telephone.

6. Ability to maintain complete confidentiality of all matters handled by the

Department.

7. Ability to operate standard office equipment and perform clerical operations

rapidly, accurately and independently.

8. Ability to make simple arithmetic computations, tabulations and name and

number comparisons.

9. Ability to maintain complex clerical records and files and to prepare reports from

records and files.

10. Works independently and with diplomacy and tact in meeting and interacting with

the public.

QUALIFICATIONS

Education

1. Graduation from high school or equivalent.

Experience/Training

1. 5 years’ administrative assistant /clerical experience, preferably in municipal

government, which demonstrates effective communication skills, computer

fluency, accurate record keeping and a strong commitment to public service.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an

employee to successfully perform the essential functions of this job. Reasonable

accommodations may be made to enable individuals with disabilities to perform the

essential functions.

• This is sedentary work requiring exertion of up to 10 pounds of force occasionally

and a negligible about of force frequently or constantly to move objects.

• Work requires reaching, manual dexterity, including repetitious numeric keypad

typing, grasping and repetitive motion.

• Vocal communication is required for expressing or exchanging ideas by means of

the spoken word; hearing is required to perceive information at normal spoken word

levels; visual acuity is required for preparing and analyzing written or computer

data, operation of machines, determining the accuracy and thoroughness of work,

and observing general surroundings and activities.

• Tasks may occasionally entail muscular strain, including walking, standing,

stooping, sitting and reaching.

• This position carries exposure to stressful situations due to the nature of police

work.

EQUIPMENT USED

Personal computer, including word processing, spreadsheet, and records management

system; calculator, phone, copy and fax machine.

SELECTION GUIDELINES

• Formal application, rating of education and experience; oral interviews and

reference check.

• Job related tests may be required.
• The selected candidate will be subject to a comprehensive background

investigation in order to be vetted to work in the police department environment

containing confidential records and information.

• The Township takes into consideration any equivalent combination of experience

and training which provides the required knowledge, skills and abilities to perform

the essential functions of the position.

Job Type: Full-time

Pay: $42,000.00 - $47,000.00 per year

Schedule:

• Monday to Friday
• Weekends as needed

Education:

• High school or equivalent (Required)

Work Location: In person