Police Department Administrative Assistant/Records

GENERAL PURPOSE

Works under the general supervision of the Deputy Chief, or his / her designee, performing a variety of routine administrative and clerical duties as needed to expedite the administrative processes and procedures related to records management; documenting, scheduling, calendaring, maintaining and controlling police records, case files, safety training, and all other assigned duties.

ESSENTIAL FUNCTIONS

Works with other employees in the Administrative Staff to accomplish all the duties listed below, assuming either primary or backup responsibilities for the completion of all related functions.

Provides backup and assists in performing reception and records management duties; maintains property; enters report narrative, and involvements (names, vehicle information, property information, etc.).

Enters juvenile and adult arrest information; identifies nature of crimes by established categories and classifications; monitors files to assure proper NIBRS reporting.

Assures departmental compliance with legal guidelines for release of information; receives and reviews requests and makes determination as to need to comply; researches law to confirm departmental guidelines are consistent with state and federal law.

Performs various administrative support functions; coordinates community events; participates in PAL. Performs all other duties as assigned.

Records : Operates personal computer to access New World and TraCS data bases as needed to enter and maintain accurate, comprehensive, and up-to-date statistics related to department activity, i.e., calls for service, citations, accounting system, incidents, complaints, offenses, arrests, etc.; prepares "upon request" reports and conducts field traffic counts as needed for case reports such as incidents, complaints, offenses, etc.; maintains property and criminal history records; enters report narrative, and involvements (names, vehicle information, property information, etc.); maintains and updates dispositions on each case and enters changes into computer information data base; enters and retrieves data; checks and updates records; monitors in-house computer; generates statistical summaries for calls and services for staff and other agencies.

Assures the proper delivery of documents and disposition reports at various stages of the legal system process; expedites delivery as needed, including internal departmental dissemination; prepares report and citation files for court appearances; distributes court notices to police personnel; receives verification of notice and files appropriate records.

Performs computer entry of all non-arrest and non-citation reports submitted by officers, such as thefts, malicious injuries, runaways, missing persons, harassing phone calls, accidents, etc.

Administrative : Provides back-up to office staff for administrative tasks. Performs related duties as required. Assists with safety training and maintaining safety records for the Bloomfield Police Department.

MINIMUM QUALIFICATIONS

1. Education and Experience : Graduation from high school or GED equivalent; plus, one (1) year or more of specialized training provided through technical or business college; Two (2) years of progressively responsible experience performing above or related duties; OR An equivalent combination of education and experience.

2. Knowledge, Skills, and Abilities :

Working knowledge of standard office practices and procedures; assigned equipment including cameras, Microsoft Office, standard and specialized software; City and Bloomfield Police Department policies and procedures. Previous experience with New World software and TraCS is a plus but not required. Previous experience in law enforcement Records is a plus but not required. Federal and State Grant experience and knowledge preferred but not required.

Skills in communicating effectively, both orally and in writing; establishing and maintaining effective working relationships with elected officials, City staff and the general public and in the use of a personal computer and Microsoft Office standard business software. Must have extreme attention to detail when performing tasks.

Ability to exercise initiative, independent judgment and to act resourcefully under varying conditions; maintain strict confidentiality related to sensitive administrative information; establish and maintain comprehensive records and files.

Special Qualifications :

Must be able to be bonded and a certified Notary Public. Must have a valid New Mexico Driver's License.

Must not have a felony conviction and be of good moral character as determined through a comprehensive background investigation. Must maintain annual training requirements.

Work Environment :

Incumbent of the position performs in a typical office setting with appropriate climate controls. Tasks require a variety of physical activities, not generally involving muscular strain, related to walking, standing, stooping, sitting, reaching, and lifting. Essential functions utilize abilities in talking, hearing, and seeing. Rapid work speed required to perform keyboard operations. Common eye, hand, finger, leg, and foot dexterity exist. Mental application utilizes memory for details, verbal instructions, emotional stability, and discriminating thinking.

Disclaimer : The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify any and / or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.