Police Administrative Secretary

GENERAL SUMMARY: Under direction, provide administrative support to police department to ensure timely transmittal or processing of information, efficient organization of department data and professional courtesy to office callers and visitors.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Enter and process reports, incidents, citations, arrests, accidents; gather and query data to prepare Uniform Crime Reports; verify accuracy and completeness; maintain case folder and file documents accordingly; enter data into report management system to create and update police records; assign case numbers to incidents, enter face sheet data, insert data prepared by officer, print and create report files, citations and written warnings into report management system and distribute to officer and/or manually file reports.

2. Answering incoming calls and respond to inquiries; identify whom the person needs/desires to see or identify what the need/problem is and determine who best can address that need/problem including the dispatch of a police unit(s) to handle.

3. Prepare accident reports for insurance companies; process billing for parking tickets and maintain file of warning notices, notify officers of received Protection from Abuse orders, house checks, and generate letters of Trespass.

4. Provide information to members of the public and various agencies to include copies of files, reports and other department data; research files, locate information, make copies, and transmit by fax, email, mail or other means.

5. Process mail to include warrants, hearing notices and parking tickets; record data into computer, onto calendar as needed and distribute; attend to communication regarding changes to hearing schedules and follow up.

6. Provide related administrative support tasks; may perform one or more of the following:

a. Perform daily filing.

b. Prepare arrest file folders.

c. Update files.

d. Develop forms.

e. Organize files.

f. Inventory supplies.

Provide department support for computers and software; clean computer files and assist staff with computer related questions; research new applications and provide purchasing information.

JOB SPECIFICATIONS

*Indicates developed after employment

Any combination of education and experience which indicates possession of the skills, knowledge and abilities below. An example of acceptable qualifications for this position is the completion of a high school degree, or equivalent, and an associate business degree, or coursework in a related area and at least five years of administrative office experience.

Certifications are required to be completed after hire in Uniform Crime Reporting (UCR), the Pennsylvania Justice Network (JNET), the FEMA incident command system and the National Incident Management System.

Knowledge:

· Thorough knowledge of police department programs, services and operation. *

· Thorough knowledge of administrative office practices and procedures. *

· Thorough knowledge of departmental policies and procedures. *

· Thorough knowledge of English word usage, spelling and punctuation.

· Thorough knowledge of computer software applications, e.g., database, spreadsheet, graphics and word processing.

· Thorough knowledge of public relations

· Thorough knowledge of scope and purpose of Borough programs and services. *

Abilities:

· Ability to demonstrate strong helping skills when dealing with public, including the ability to listen and diffuse tense situations.

· Ability to demonstrate strong problem-solving skills in a variety of situations including office management and public relations.

· Ability to communicate clearly and effectively on a broad spectrum of administrative and projects and concerns.

· Ability to develop effective relationships with officers, law and court agencies, residents and office staff.

· Ability to analyze project needs and make recommendations.

· Ability to perform basic and advanced mathematical calculations including preparation of reports or application of formulas to data to determine fees or standards.

· Ability to sit and operate a keyboard for extended periods of time.

· Ability to coordinate multiple projects where shifting priorities and schedules require ongoing evaluation.

· Ability to establish and maintain record keeping systems.

· Ability to prepare and maintain accurate records.

· Ability to follow confidentiality policies and procedures.

· Ability to demonstrate tact and patience when responding to angry or upset people, and to act quickly and calmly in an emergency situation.

Working Conditions:

Work is performed in close office environment with others and involves frequent interruptions.

Selection Guidelines:

· Formal application, rating of education and experience; oral interviews, and reference check.

· The selected candidate will be subject to a comprehensive background investigation to be vetted to work in a police department environment containing confidential records and information.

· The Borough 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.

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by a person assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required to perform the job.

Job Type: Part-time

Pay: From $18.00 per hour

Expected hours: 20 per week

Benefits:

• Flexible schedule

Schedule:

• 4 hour shift

Ability to Commute:

• Williamsport, PA 17702 (Required)

Work Location: In person

Salary : $18