What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT (POLICE INVESTIGATIVE SERVICES) - 0125 position at City of Greenville, SC?
Salary
$41,288.00 - $52,312.00 Annually
Location
204 Halton Road - Greenville, SC
Job Type
Full Time
Job Number
01257
Department
POLICE
Division
POLICE ADMINISTRATION
Opening Date
01/20/2025
Closing Date
1/31/2025 11:59 PM Eastern
FLSA
Non-Exempt
Brief Description
Job Summary
Under regular direction and in compliance with standard operating procedures and policies, provides direct administrative support to the City’s Greenville Police Department (GPD) Investigative Services Division. Reviews cases to enter reports into records management system. Processes supplemental reports and updates files when cases are closed. Composes, edits, and types correspondences. Answers phones, responds to inquiries and concerns, provides general information, and, routes messages to appropriate division staff. Serves as a back up to other department Administrative Assistants in their absence. Enters and files pawn shop and precious and non-ferrous metal tickets into records management system.
Job Duties
Essential Functions
Essential Functions
% of Time
Coordinate Case Management: Coordinate and review Investigative Services Division cases. Enter all reports into records management system. Process supplemental reports and update in records management system when cases are closed. Research incorrect case numbers and cases that have not been approved by police supervisors to facilitate the electronic reporting function of the agency. Maintain records on the number of cases assigned to investigators and how many arrests, warrants, administratively closed, ex-cleared, and unfounded cases each investigator has each month to determine case clearance rates. Provide a statistical spreadsheet of investigator and clearance data to supervision.
45%
Provide Administrative Support: Answer phones and take messages as needed. Maintain administrative files, as well as division employee files. Prepare weekly, monthly, and yearly Criminal Investigations Division rosters and upload to the GPD intranet while maintaining the division’s day off requests. Assist with disseminating parole hearing information of subjects incarcerated for violent crimes to appropriate personnel. Maintain all office equipment by ordering repairs, supplies, etc. Serve as a back up to other department Administrative Assistants in their absence.
35%
Maintain Pawn Shop and Precious & Non-ferrous Metals Activity: Sort and enter all pawn shop and precious and non-ferrous metal tickets into the records management system. Maintain updated files of pawn shop tickets. Communicate items that have been reported stolen during entry to the appropriate detective or authorities.
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.
- A 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 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.
- 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 including 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.
Physical Demands:
Frequently requires fine dexterity, sitting, handling/grasping, vision, hearing, and talking. Occasionally requires standing, walking, lifting, carrying, reaching, kneeling, pushing/pulling, climbing, foot controls, bending, crouching and stooping, and twisting. Sedentary strength demands include exerting up to 10 pounds occasionally or negligible weights frequently; sitting most of the time.
Mental Demands:
Frequently requires frequent change of tasks and tedious or exacting work. Occasionally requires time pressures, performing multiple tasks simultaneously, and working closely with others as part of a team. Rarely requires emergency situations, irregular schedule/overtime, and noisy/distracting environment.
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.
HEALTH INSURANCE
The City offers the following health insurance options to eligible employees:
- Medical
- Dental
- Vision
- Basic Term Life
- Employee Supplemental Life
- Spouse Term Life
- Child Term Life
- Short Term Disability (STD)
- Long Term Disability (LTD)
- Voluntary Benefits (Critical Illness, Accident, Hospital Care, etc.)
LEAVE & HOLIDAY BENEFITS
- General Leave is earned/accrued biweekly by all regular, full-time and permanent part-time employees as a percentage of normal work hours.
- The City of Greenville observes 11 paid holidays.
The City is a member of the South Carolina State (SCRS) and Police Officers (PORS) defined benefit Retirement Systems.
AWARDS & RECOGNITION
- Employee Recognition & Awards Program (ER&A)
- Employee Service Awards
- Longevity Bonus
- Worker's Compensation
- Deferred Compensation
- Flexible Spending Accounts (FSA)
- Employee Assistance Program (EAP)
Agency
City of Greenville (SC)
Address
206 S. Main St
Greenville, South Carolina, 29601
Phone
864-467-4530
Website
https://jobs.greenvillesc.gov
Salary : $41,288 - $52,312
