Police Support Specialist

Job Summary:
Under limited supervision, performs administrative/clerical/office activities to assist the department with the records management function. This includes producing, maintaining, and managing records, reports, and other documents on behalf of the department. Incumbents interact with the general public by providing information and assistance as it relates to the police department's activities/services, rules and regulations that require discretionary judgment and extensive knowledge of departmental policies, procedures, and activities. Incumbents draw upon their knowledge of departmental functions, policies and procedures, etc., as well as past experience to perform simple reasoning, interpretation and adaptation of guidelines including unwritten departmental rules, precedents, procedures, etc. when handling new or unusual situations. Problems may require intermediate analysis and interpretation of data. Only the unusual cases, where there is no precedent established, are referred to a supervisor.

Scope of Responsibility:
The Police Support Specialist provides information and reports to other departments and agencies within the City and County, which requires discretionary judgment and extensive knowledge of State and Local ordinances, policies, and procedures. Report processing, filing tasks and work where there is exposure to confidential information that includes risk of financial liability or inability to effectively prosecute if it is not properly safeguarded. High attention to detail is critical in this position. Daily handling of funds received for reports, licenses, and fingerprints.

Essential Duties and Responsibilities:

1. Performs responsible administrative support for the police department.
   1. Prepares complex forms, listings, informational and statistical reports, documents, etc. by determining required data, gathering, receiving and compiling data from several sources; comparing information to verify accuracy and formatting data appropriately;
   2. Transcribes police reports and other recorded material; most are electronic some reports are paper; scans documents as required.
   3. Serves as a resource for department staff in the use of office software. Assists coworkers by sharing software use techniques.
   4. Performs general clerical/administrative support functions; copies materials; maintains filing system; sorts and distributes mail; greets visitors; answers telephones;
   5. Composes and/or types letters, forms, and reports from abbreviated notes, and records;
   6. Processes forms, applications and other documents by reviewing completed forms for completeness, verifying information, performing necessary calculations, coding and entering data into computer system;
   7. Processes documents such as accident and DUI reports and charging documents;
   8. Ordering and stocking office supplies for the FPD.
       
2. Serves in a communications role within the police department with courts, attorneys, other governmental entities and with regular public contact.
   1. Receives and responds to citizen complaints, concerns, and/or inquiries and provides responses when knowledge and policy allow for an administrative or informational response;
   2. May be required to receive and relay incoming calls requesting assistance of departmental personnel and to track and record their activities;
   3. Provides and receives information of both a routine and confidential nature requiring an understanding of the nature of the material requested and knowledge of how to apply departmental policies and procedures in handling the information; refers issues and concerns to appropriate personnel for resolution;
   4. Frequently interacts with others in the work unit to exchange detailed and/or technical information;
   5. Refers to policy when releasing confidential information, ensuring that requesting parties are authorized to receive information and/or the information must by law be provided; if in doubt confers with a supervisor before acting.
   6. Using knowledge of department operations and procedures, resolves most public informational requests without referring them to a supervisor or other staff; only the unusual cases, where there is no precedent established, are referred to a supervisor.
   7. May field escalated calls from less experienced staff.
       
3. Handles police-specific tasks.
   1. Records found property/evidence as necessary when brought to the reception area;
   2. Able to be trained and certified to perform data entry and/or inquiry functions into or from law enforcement databases;
   3. CJIS Searches databases for criminal information, warrants, driver’s license information, vehicle registration information, etc.;
   4. Obtains fingerprints for civilian customer needs;
   5. Obtains pictures and assists in paperwork completion for offender registration; keeps abreast on current laws and statutes, both state and national;
   6. Prepares predatory offender files for investigations personnel;
   7. May attend court proceedings, records required information, and prepares required documents; assists individuals with understanding court processes, rulings, etc., and provides them with all necessary information.
   8. Enter data into NCIC. Make sure the FPD complies with State and Federal guidelines/laws;
   9. Must maintain a high level of confidentiality, to include securely storing FBI and Triple I (Interstate Identification Index) reports.
   10. Interprets and reviews data to ensure accurate information is being reported to the FBI on a monthly basis through the National Incident Based Reporting System (NIBRS). Accurate reporting is vital.
   11. Make sure FPD staff with access to CJIS/NCIC are up to date with their privileges;
   12. Make sure DUI paperwork is properly handled internally and with the State;
   13. Updates the status of cases, scans court documents and judgements;
   14. Must meet daily deadlines to provide all paperwork for court to the City Attorney’s office. Updates the AEGIS software system for daily court hearings.
   15. Processes open record requests and ensures proper redaction has been completed on the material being released. This also includes the Axon body camera records.
        
4. Receives funds from the public for pet licenses, report copies, fingerprints, etc. – provides receipts.
    
5. Performs all job duties in compliance with safety guidelines and with an ongoing awareness of safety practices.
   1. Knows and follows department and city rules as well as sound work and safety practices in order to accomplish the job objectives and avoid injury or loss;
   2. Wears proper protective equipment when policy requires or conditions indicate a need exists and utilizes proper body mechanics and ergonomics while performing work;
   3. When potentially unsafe conditions are observed, makes efforts to avoid or correct them if they are controllable and draws them to the attention of the responsible supervisor or safety representative in a timely manner.
       
6. Performs other duties and activities as assigned.

The job requires one year of specialized technical training in secretarial/office administrative skills and three or more years of previous administrative support experience involving the recording, managing, and dissemination of information, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Knowledge, skills and ability include:

• Knowledge of general clerical/office practices and procedures including basic office workflow procedures;
• Knowledge of data processing methods, information storage and retrieval techniques;
• Knowledge of common practices and procedures of processing and disseminating information and supporting documentation;
• Knowledge of basic record-keeping practices;
• Knowledge of law enforcement terminology and knowledge of statutes;
• Skill in clerical/office functions such as typing/data entry, filing, answering telephones, etc.;
• Skill in the operation of basic office equipment and machines, computer terminal, , copy machines, adding machines, teletype terminal, camera, etc.;
• Skill in basic mathematical computations;
• Skill in data-gathering, compilation, formatting, and presentation;
• Skill in communication, interpersonal skills as applied to interaction with co-workers, supervisors, the general public, and others sufficient to exchange and/or convey information and to receive work direction;
• Ability to successfully complete NCIC training;
• Ability to calm irate people and resolve conflict;
• Ability to establish and maintain effective working relationships with others.
• Ability to multi-task and strong attention to detail.

Physical Demands & Working Conditions:
Most work is performed in a normal office environment. Work requires extensive use of a computer, telephone, and other office equipment. Work is generally light with considerable variety. Lifting delivery boxes daily is the heaviest work. There is considerable attention to detail and deadlines. Intermittent travel to other offices is required for mail delivery and deposits. The job may involve dealing with and calming individuals who are emotionally charged over an issue. Contact volume is high. Standard service counter work is performed. 

Work activities include stooping, kneeling, reaching, standing, walking, digital dexterity, and grasping, talking, listening, seeing/observing, repetitive motions.

Light Work: Physical demands are normally those associated with light work: Exerting up to 60 pounds of force (team lift) occasionally and/or 10 pounds of force frequently, and/or negligible amount of force constantly to move objects.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of the minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City Administrator retains the discretion to add duties or change the duties of this position at any time.

Salary : $24 - $26