What are the responsibilities and job description for the OFFICE ASSISTANT - POLICE DEPARTMENT (RECORDS) position at City of Forest Park?

Job Description

JOB SUMMARY

The purpose of this classification is to perform clerical work and data entry, and process information and documentation relating to an assigned department / division.

ESSENTIAL JOB FUNCTIONS

Provides clerical support for an assigned department / division ; processes a variety of documentation associated with department / division operations within designated timeframes and per established procedures.
Performs data entry functions by keying data into computer system; enters, retrieves, reviews, or modifies data in computer database; verifies accuracy of entered data and makes corrections.
Types, prepares, proofreads, and / or completes various forms, reports, correspondence, logs, police incident reports, Uniform Crime Reports, UCR audit reports, UCR tape transfers, detective reports, supplemental reports, case file reports, supply requisitions, or other documents.
Receives various forms, reports, correspondence, police incident reports, witness statements, photographs, missing person reports, arrest / booking reports, coroner reports, supplemental reports, pawn tickets, field interview reports, intelligence reports, miscellaneous incident reports, detective reports, crime reporting guidelines, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards, or retains as appropriate.
Maintains file system of various files / records for the department / division ; prepares and sets up files; sorts / organizes documents to be filed; files documents in designated order; retrieves / replaces files; shreds / destroys confidential or obsolete documents.
Operates fax machine to send / receive documentation; distributes / delivers incoming faxes to appropriate personnel.
Processes incoming / outgoing mail; picks up mail from mailroom, post office, or other designated location; sorts, organizes, opens, and / or distributes incoming mail; signs for incoming mail / packages and delivers to appropriate personnel; processes outgoing mail.
Copies and distributes forms, reports, correspondence, and other documentation.
Conducts research of department files, database records, hardcopy materials, Internet sites, or other sources as needed.
Maintains current manuals, City ordinance manuals, code books, directories, and other reference materials.
Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests / orders for new or replacement supplies.
Operates a personal computer, printer, typewriter, copy machine, fax machine, calculator, telephone, tape recorder, two-way radio, or other equipment as necessary to complete essential functions, to include the use of word processing, database, email, Internet, or other computer programs.
Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service / repair activities as needed.
Answers telephone calls and greets visitors; ascertains nature of business, directs callers / visitors to appropriate personnel, and records / relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls / messages via base radio.
Performs customer service functions; provides information / assistance regarding department / division services, activities, procedures, fees, or other issues; distributes forms / documentation as requested; responds to routine questions or complaints; researches problems / complaints and initiates problem resolution.
Communicates with supervisor, employees, other departments, law enforcement personnel, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Provides assistance to other employees or departments as needed.
Performs other related duties as required.

Assignment to Support Service Department may include the following additional duties :

Carries out duties specific to the department.

Assignment to Police Department may include the following additional duties :

Processes police incident reports; logs in / out all incoming / outgoing reports to maintain control; receives / reviews incoming police reports and accompanying materials; organizes reports by case number; verifies accuracy of arrest / booking reports; verifies signature of reporting officer and supervisor; completes speed letter and returns reports to watch office for correction as needed; logs vehicle recovery reports in separate log book.

Enters police incident report data into computer to produce permanent police records and generate crime statistics; matches essential information with computer-aided dispatch (CAD) reports and researches discrepancies; reviews reports for required report elements of reported crime; applies Uniform Crime Reporting (UCR) hierarchy rule to verify that officer has listed the primary offense as the highest charge; assigns appropriate state / federal uniform crime reporting classification codes and department classifications to each report, to ensure accuracy of uniform crime statistics and in-house statistics; enters data from reports, such as narratives, incident information, persons, vehicles, and properties involved in incident; maintains quality control by reviewing each report and obtaining clarification / correction of data from reporting officer as needed; prints completed reports, reviews reports for accuracy, separates and logs out reports, and provides copies to watch office and detectives.

Provides support for detectives; monitors location and status of each detective; types detective reports; assigns detective reports in computer; types supplemental reports for case files; prints case file reports; enters subpoenas of detectives’ court dates into subpoena handbook; enters pawn tickets into GCIC / NCIC criminal information computers; identifies crime trends in pawn files; enters intelligence reports, field interview reports, and miscellaneous incident reports into computer; screens reports to obtain information of use to detectives; runs GCIC / NCIC computer queries; generates Uniform Crime Reporting (UCR) reports.

MINIMUM QUALIFICATIONS

Education and Experience :

Requires a High School Diploma or equivalent; or equivalent combination of education and experience.

Special Qualifications :

Operation of GCIC / NCIC criminal information system requires possession and maintenance of valid GCIC / NCIC Terminal Operator certification.

Knowledge, Skills, and Abilities :

Ability to determine, calculate, tabulate, and / or summarize data; ability to perform subsequent actions in relation to these computational operations.

Ability to provide guidance, assistance, and / or interpretation to others regarding the application of procedures and standards to specific situations.

Ability to operate, maneuver, and / or control the actions of equipment, machinery, tools, and / or materials used in performing essential functions.

Ability to utilize a wide variety of reference and descriptive data and information.

Ability to perform addition, subtraction, multiplication, and division; ability to count, record counts, and perform basic measuring.

Ability to carry out instructions furnished in written, oral, or diagrammatic form, including semi-routine standardized work with some latitude for independent judgment concerning choices of action.

Ability to exercise judgment, decisiveness, and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.

PHYSICAL DEMANDS

The work is light which requires exerting up to 20 pounds of force occasionally and / or up to 10 pounds of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.

Mental Acuity : Ability to make rational decisions through sound logic and deductive processes.

Repetitive Motion : Substantial movements (motions) of the wrist, hands, and / or fingers.

Speaking : Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.

Visual Acuity : Have close visual acuity to perform an activity such as : preparing and analyzing data and figures; transcribing; viewing a computer terminal; and / or extensive reading.

WORK ENVIRONMENT

Work is performed without exposure to adverse environmental conditions.

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OFFICE ASSISTANT - POLICE DEPARTMENT (RECORDS)

What are the responsibilities and job description for the OFFICE ASSISTANT - POLICE DEPARTMENT (RECORDS) position at City of Forest Park?

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