Temporary Administrative Assistant - Police

The City of Fairfax Police Department’s Criminal Investigations Division (CID) investigates offenses related to major crimes, vice-related crimes, property crimes, financial crimes, and juvenile and family related crimes. The division also investigates cybercrimes and handles a large portion of the police department’s forensics.  Detectives in the division regularly interact, coordinate, and assist with federal, state, and local agencies in partnership capacities. The Criminal Investigations Division conducts all background investigations for the police department - critical to hiring the best qualified applicants to serve the City of Fairfax. 

This is responsible administrative work, which involves a wide variety of activities in providing support to one or more professional, administrative and/or managerial employees.

Under general direction, performs a variety of administrative assignments of moderate difficulty involving the exercise of independent judgement and initiative.  Work will be varied requiring some knowledge of the department’s goals and objectives.   Work may require performance of non-routine administrative tasks.  This class is distinguished from the Administrative Assistant II by the diversity of administrative assignments and the increased requirement to apply knowledge of policies and procedures.

Transcribes investigative audio and video recordings for court or other department use.

Assists with processing of police department applicants to include applicant tracking throughout the entire hiring process; maintains written and verbal communication with applicants; scores tests and notifies of results; fingerprints and photographs applicants and new hires.

Fingerprints members of the general public who request such service and live or work in the City, fingerprints new and seasonal hires for the Parks & Recreation Department and new volunteers and career firefighters in the Fire Department.

Fingerprints, photographs, and clerically processes applicants seeking massage establishment, massage therapist, solicitors, canvassers, peddlers, precious metals dealers, gun dealers and weapons permits.  

Creates new case folders, updates records of closed, opened and suspended cases, and destroys inactive case reports; forwards cases to Fairfax County PD Victim Services Division as directed by CID Lieutenant.

Searches City arrest records on a consistent basis and uploads corresponding mug shots to the subject's record in the department's electronic management system.

Plans, initiates, and completes a variety of administrative assignments.

Composes and prepares varied correspondence in accordance with established policies or procedures.

Compiles data and completes administrative reports, locates source materials, and composes general correspondence for signature of supervisor.

Greets callers and visitors communicating unit’s purpose and objectives; assesses the needs of the caller of visitor and answers inquiries within the context of policies and procedures; initiates correspondence responding to inquiries or customer requests.

Maintains administrative, budgetary and expenditure control account records; prepares forms, posts records and prepares narrative, statistical and summary reports from records.  

Monitors expenditures and reviews invoices, vouchers, and bills for payment in account.  Maintains inventory and related cost records.

Receives and provides general information when requested; responds to inquiries requiring use of initiative, judgement, and interpretation of rules, regulations, and procedures.

Establishes or modifies files or filing systems where duties require an understanding of office and work unit procedures; reviews correspondence, documents and reports to identify what information is to be cross-filed and/or included in other files or records and determines routing.

Arranges and schedules appointments, travel, itineraries, meetings and related activities.

May attend regular meetings of committees or boards pertaining to department activities.  Maintains records and distributes agenda, minutes and associated information required of department.

Maintains Division payroll and ensures accuracy for reconciling discrepancies according to established policies.

Generates a variety of outputs using comprehensive knowledge of applied software; evaluates new software applications and recommends implementation.

May train subordinate clerical personnel as required.

The duties listed above are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Requires High School graduation or GED equivalent. 

Requires six months’ administrative or administrative work or closely related experience.

Necessary Knowledge, Skills, and Abilities:

Knowledge of department operations and organization or ability to acquire such knowledge during a reasonable period of training.

Considerable knowledge of standard office practices and procedures, equipment, and clerical techniques.

Thorough knowledge of business English, grammar, punctuation, and arithmetic.

Ability to interpret, apply and communicate policies, procedures, and services.

Ability to proofread technical reports to conform with given principles of style and format.

Ability to assemble and organize data and to prepare reports from such records.

Ability to prioritize, organize, and perform work independently.

Ability to compose and prepare routine and more complex correspondence.  Ability to complete numerical work in budgeting and payroll.

Ability to communicate ideas effectively, both verbally and in writing.

Ability to establish and maintain effective working relationships with officials, employees, and the general public and to deal with problems and sensitive issues courteously and tactfully.  

Ability to effectively utilize computer systems and software related to office management, to include Microsoft Office products such as Word, Excel and PowerPoint.

Ability to make arithmetical computations and tabulations with speed and accuracy.

Ability to understand and follow complex oral and written instructions.

Ability to compose general and more complex letters and memoranda.

Ability to make independent decisions affecting the office operations.

Additional Desirable Qualification:

Completion of business school or college courses, and experience in administrative and administrative work; or any equivalent combination of training and experience which provides the following necessary knowledge, abilities, and skills.

Position is considered Temporary and will not be able to work more than twelve months consecutively.

Permitted to work up to 1559 hours in a fiscal year.

No benefits or leave provided.

Salary : $18 - $25