What are the responsibilities and job description for the Police Department Assistant position at City of Golden Valley, MN?
Summary of Position
This position provides ongoing technical and administrative support to members of the Police Department. Responsibilities include, managing confidential and sensitive reports, processing legal documents, and providing a high-level of customer service to visitors and callers.
Essential Duties and Responsibilities
Reasonable accommodations may be made to enable individuals to perform these essential functions:
- Provide excellent customer service in-person, via email, and over the phone by greeting individuals professionally, answering questions, taking complaints, taking detailed messages, and providing timely follow-up, and perform front-desk responsibilities as needed.
- Assist Crime Analysis Supervisor with data retention and records management, including preparing documents for storage and retrieval, scanning, filing, ensuring proper adherence to City and department-specific document retention policies and following MN Data Practices Act to respond to requests for information.
- Responsible for a variety of reports, including but not limited to, creating internal daily reports, and weekly activity reports, reviewing reports for adherence to MN Bureau of Criminal Apprehension (BCA) guidelines, and transcribing suspect, witness, and victim narrative reports (which may contain harsh language, violence, and sexual references).
- Support department staff by completing case referrals to attorneys for consideration of filing criminal complaints, maintaining court calendar, and routing correspondence as needed.
- Complete various ongoing department-specific tasks, including but not limited to: processing permits and licenses and forfeiture documents, performing criminal background and police contact inquiries for business licenses, recording court dispositions, processing expungements, submitting fingerprints to the BCA, and validating serial numbers for property items in the BCA and National Computerized Information Center (NCIC) databases.
- Act as back-up for Evidence Technician, monitoring BCA messages, Monthly Supplemental Reporting System (SRS), BCA Validations, and Statewide Detention System entry.
- Perform general administrative duties, including monitoring and ordering office supplies, preparing memos, supporting supervisors with budgetary responsibilities, processing invoices and purchase orders for payment, and working with vendors for equipment repairs.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Minimum and Desired Qualifications
Minimum Qualifications
- High school diploma, GED, or equivalent.
- Experience working with Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.).
- Strong proofreading ability.
- Previous customer service.
- Ability to maintain certification in Portals and MyBCA.
- Ability to complete the essential duties and responsibilities of the position with or without reasonable accommodations.
Desired Qualifications
- Experience working in municipal government.
- Previous transcription experience.
- Experience working with Records Management Systems (RMS).
Competencies
- Communication
- Customer Focus
- Teamwork
- Positive Attitude
- Hard Work
- Equity and Inclusion
- Decision-Making
- Ethical
- Organized
- Problem Solving
Work Environment and Physical Demands
Work is conducted primarily indoors. Employees in this position generally free from work hazards.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to:
- Regularly read and interpret documents and other written material.
- Regularly communicate and exchange information with others in person, over the telephone, and using written communication methods.
- Frequently remain in a stationary position and regularly move within the building to attend meetings and access files and office machinery.
- Occasionally traverse around the City to meetings or events.
- Regularly operate computers and other office equipment, such as a copy machine, printer, and telephone, as well as equipment/tools consistently found in municipal public safety.
- Occasionally move or transport items weighing up to 25 pounds.
City contribution toward insurance benefits and 100% holiday pay and paid leave accruals.
