Administrative Assistant, Quality Control & Data Entry - Police Department

Please submit the Police Department Application for this position to HResources@homesteadfl.gov

General Functions

Specialized and responsible for secretarial and clerical work involved in developing and maintaining records concerning the Support Services and assisting the Supervisor, to whom the assistant is assigned, in operational and administrative duties.

Subjects may be technical in nature and correct terminology must be utilized in the compilation of information for forms and reports, as well as to process departmental correspondence and submit any necessary governmental agency forms and/or reports.

Departmental work is to be handled in a confidential manner and any dealings with the general public must be handled in a courteous way.

Reports To

Police Captain above Administrative Division

Supervisory Responsibility

None

Essential Duties And Responsibilities

• Duties include but are not limited to: Reviewing of reports written by officers on a daily basis.
• Verifying the quality of Incident/Offence Reports, supplements, Crash Reports, Traffic Citations, etc. ensuring that all required information needed for FDLE reporting has been met and is complete.
• Review of arrest reports and manual import if needed. Checking for errors and dual entries.
• Prepare for audits from the FDLE on data compiled in Incident / Offense Reports and ensuring that the reports are NIBRS (National Incident Reporting System) compliant. All must be completed within the FDLE guidelines and by the required deadline.
• Review of reports assures accurate crime data count for reporting to the state and federal government.
• Conducts quality control audits of the names database to verify validity and accuracy.
• Fulfilling public records request as it relates to HOAs and other records request as needed.
• Research and compilation of information pertinent to departmental needs including charts and spreadsheets.
• Creates and maintains files for order and retrieval according to accepted record keeping practices and departmental procedures.
• Answers telephone, screen calls, provides requested information, takes and relays messages.
• Opens, sorts, and routes incoming mail prepares outgoing mail. Type correspondence, reports, files, forms and other material as required.
• May take and transcribe dictation concerning confidential interviews and statements made as part of police investigative activities. May take minutes at meetings, conferences, etc.
• Maintains Public Records as prescribed by the Florida Statutes governing the maintenance/destruction of such records.
• Assist with the processing of any public records request, as coordinated through the Professional Compliance Bureau and/or Command Staff.
• Maintain strict confidentiality of all information processed through the office.
• Process letters, sign letters, maintain records.
• Types, files, answers phones, processes letters, and all other department correspondence and documentation.
• Attends seminars and workshops related to administrative duties and responsibilities.
• May perform other job-related duties as assigned by the Supervisor(s).
  
  

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Qualifying individuals with disabilities may be provided reasonable accommodations to enable them to perform the essential functions.

Type Of Appointment/Work Hours

• Full-time/Regular in-person position.
• Standard workweek, which is forty (40) hours of work per week usually consisting of five (5) days of eight (8) hours per day or four (4) days of ten (10) hours per day. The workday may be varied for the efficient delivery of public service.
• Will be required to work other than the standard workweek on occasion, including evenings, weekends, and/or holidays.
• Will be required to work occasional overtime or shift assignments, if applicable.
  
  

Physical and Environmental Demands or Conditions

The physical and environmental demands for this position have been listed on the last page of this description. Physical and environmental demands must be met to successfully perform the essential duties and responsibilities of this position.

Requirements

• Bachelor's degree in Business Administration, Public Administration, or a related field from an accredited College or University is required.
• One (1) year of specific vocational preparation and/or two (2) to four (4) years of prior experience in performing comparable secretarial administrative tasks as listed above is required.
• Demonstrated ability to compose business letters and ability to grasp technical terms and concepts.
• Must be proficient with Microsoft products (MS Word, Excel, Outlook, Power Point, etc.).
• Must be able to comprehend and follow written and verbal instructions.
• Must possess a valid state of Florida driver's license with a clean driving record.
• Must pass a background investigation, which includes, but is not limited to, criminal history screening, psychological evaluation, polygraph examination, and Driver's License review.
  
  

Core Competencies

• Judgment - Sound decisions based on fact; uses logic to solve problems.
• Quality of Work - Performs work thoroughly, accurately, and professionally.
• Reliability - Timely and consistently completes assigned work; consistently reports to work and is punctual.
• Safety - Committed to ensuring a safe environment and complies with applicable safety standards.
• Technical Capability - Applies knowledge to identify issues and works to develop skills; demonstrates knowledge of techniques, skills, and equipment.
  
  

Work Authorization/Security Clearance

• The employee must successfully pass a background screening process and comply with the City's Drug-Free Workplace policy.
• The City will also verify the identity and employment authorization of individuals hired so the proper completion of Form I-9 is required, which includes the employee providing documents evidencing identity and employment authorization.
  
  

All of the above information is intended to indicate the general nature and level of work performed by employees in this position. This description is not intended to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this position. Duties, responsibilities, and activities may change at any time with or without notice.