What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT (POLICE INTERNAL AFFAIRS) - 0424 position at City of Greenville, SC?
Brief Description
Job Summary
Under regular direction and in compliance with standard operating procedures and policies, provides administrative support in the daily operations of the Internal Affairs (IA) Division to include answering phones, maintaining files, and assisting employees and customers. Maintains confidentiality of sensitive documents, information, and Internal Affairs-related personnel files. Administers the Division’s IAPro software. Completes various reports including complaints, use of force, vehicle pursuits, etc. Completes interview documents using transcription software. Communicates with Department managers and supervisors, and interacts with the public, City departments, and outside law enforcement agencies. Composes and types letters, monthly reports, quarterly reports, and other correspondence. Proofs IA investigation summaries. Maintains equipment and orders office supplies. Prepares the Unit’s annual reports. Performs other duties and responsibilities as required.
Job Duties
Essential Functions
Essential Functions
% of Time
Perform Administrative Duties: Manage office operations to secure and ensure the integrity and confidentiality of employee records, case-files of internal investigations, and citizen complaints. Administer the IAPro software by monitoring, updating, tracking, and reporting on incidents within the software system. Provide administrative support to the commanding officer and supervisors of the IA Division. Transcribe interviews from dictation software, as needed. Screen all incoming calls, assess priority and initiate action where possible. Interact with the public and others outside of the department to obtain and provide information and assistance in a variety of circumstances. Screen and appropriately respond to inquiries and complaints, respecting confidentiality. Maintain office equipment and supplies. Compile information for FOIA requests.
80%
Prepare Reports: Prepare monthly, quarterly, and annual reports (i.e., citizen and Department-directed complaints, discipline, early intervention, force incidents, vehicle pursuits, annual IA Summary) using Microsoft Office products and IAPro software. Compose complainant disposition letters. Proof IA investigation summaries by verifying format, labeling, and organizing investigation case-files for review by the Department chain-of-command and/or City Attorney’s Office. Prepare and submit summary of citizen complaints to Chief Human Resources Officer for quarterly Public Safety Citizen Review Board meetings. Prepare the Unit’s annual reports. Verify accuracy, grammatical correctness completeness and proper formatting of documents; make copies for distribution. Maintain IA records.
20%
Perform other duties as assigned.
Qualifications
Job Requirements
- High school diploma or equivalent.
- Over two (2) years of experience in a secretarial or administrative assistant role.
- Proficiency in Microsoft Office Suite.
- Any equivalent combination of education, training, and experience, which provides the requisite knowledge, skills, and abilities for this job, may be substituted for evaluation at the discretion of City management.
Preferred Qualifications
- Associate degree in administrative office, business, secretarial, or related field.
- Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS) certificate.
Driver's License Requirements
- Valid South Carolina Class D Driver's License.
Performance Requirements
Knowledge of:
- Policies, regulations, procedures, and functions of the department to which assigned.
- Standard office practices and equipment.
- Computer research techniques, methods, and procedures.
Ability to:
- Develop and maintain cooperative and professional relationships with employees and all levels of management to include representatives from other departments, external organizations, and the general public.
- Communicate basic information to coworkers, internal customers, and the public in a respectful and knowledgeable manner.
- Appropriately handle confidential information.
- Use effective judgment in discussing and resolving customer related issues consistent with City and department policies and procedures.
- Maintain excellent organization and attention to detail; develop and maintain filing systems; and maintain complex records using a variety of source materials.
- Understand and follow complex oral and written instructions.
- Work with frequent interruptions and changes in priorities.
- Type, take, and transcribe dictation.
- Read papers, periodicals, journals, manuals, and policies.
- Prepare clear and concise written reports, summarize meeting minutes, and compose emails, business letters, and various correspondence in a clear and professional manner.
- Make basic mathematical calculations, track and reconcile expenditures, as well as, ensure accuracy of invoices and other related documents.
- Operate general office equipment to include scanner, printer, copier, telephone, and computer with Microsoft Office Suite.
- Utilize specialized software and systems to include work management system, mapping system, and purchasing and financial systems.
Other Information
Working Conditions
Primary Work Location: Office environment.
Protective Equipment Required: None.
Environmental/Health and Safety Factors:
Relatively free from unpleasant environmental conditions or hazards. Occasional exposure to ear discomfort.
Physical Demands:
Continuously requires fine dexterity, sitting, reaching, handling, pushing/pulling, vision, foot controls, hearing, and talking. Frequently requires standing, walking, carrying, climbing, and twisting. Occasionally requires lifting, kneeling, bending, and crouching. Sedentary strength demands include exerting up to 10 pounds occasionally or negligible weights frequently; sitting most of the time.
Mental Demands:
Frequently requires time pressures and tedious or exacting work. Occasionally requires emergency situations and performing multiple tasks simultaneously.
Americans with Disabilities Act Compliance
The City of Greenville is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Prospective and current employees should contact Human Resources to request an ADA accommodation.
Disclaimer
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.
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