POLICE DEPARTMENT ADMINISTRATIVE CLERK

This position provides administrative and clerical support for department operations, including the maintenance of department records.

MAJOR DUTIES

• Scans paperwork into the computer and attaches it to corresponding criminal cases.

• Collects and organizes paperwork.

• Runs criminal and driver history checks as requested.

• Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel.

• Provides fingerprinting services to the public.

• Collects money and generates receipts for animal impounds, parking tickets, and fingerprinting.

• Disseminates accident, theft, and vandalism reports to citizens and insurance companies.

• Composes summonses/complaints for the City Attorney/Clerk of Courts concerning parking tickets and other violations.

• Collects, scans, and files department training certificates; files physical copies.

• Attendance is an essential function of this position.

• Performs related duties.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of modern office practices and procedures.

• Knowledge of city and departmental policies and procedures.

• Knowledge of computers and job-related software programs.

• Knowledge of records management guidelines.

• Knowledge of NCIC policies and procedures.

• Knowledge of open records laws.

• Skill in prioritizing and organizing work.

• Skill in the provision of customer services.

• Skill in the maintenance of files and records.

• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.

• Skill in oral and written communication.

SUPERVISORY CONTROLS

The Administrative Assistant assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include city and department policies and procedures, NCIC regulations, state open records laws, and state records retention guidelines. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of related administrative and clerical duties. Frequent interruptions contribute to the complexity of the position.

• The purpose of this position is to perform clerical duties in support of department operations and in the maintenance and processing of department records. Successful performance contributes to the efficiency and effectiveness of department operations.

CONTACTS

• Contacts are typically with co-workers, other city employees, representatives of other law enforcement agencies, court personnel, attorneys, insurance company representatives, and members of the general public.

• Contacts are typically to give or exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light and heavy objects and distinguishes between shades of color.

• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

• Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.

• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.

• Possession of or ability to readily obtain NCIC certification.