Administrative Assistant - Public Safety

Hiring Salary Range is $27.66 - $35.00 an hour.

This position is responsible for establishing and maintaining a favorable image for the City of Woodbury while performing routine and complex administrative duties for the Public Safety Department. 

Overall supervision is provided by the Public Safety Supervisor. The ideal candidate will provide administrative assistance to the Public Safety Director including managing schedules, coordinating meetings, handling correspondence, and assisting with other administrative tasks. As part of the Support Services team additional responsibilities may include processing reports; taking, referring, and handling incoming calls; assisting customers in person and over the phone; processing requests for data; processing ordering requests and invoices, maintaining files, and preparing documents using Microsoft Office products and Public Safety Records Management Systems. 

This role requires strong organizational and communication skills, proficiency in office software, and the ability to handle confidential information with discretion. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Individual duties will vary based on work assignments.

Assist the Public Safety Director administratively, including managing schedules, coordinating meetings, drafting correspondence, and assisting with project management. 

Provide exceptional customer service to a wide variety of internal and external customers including residents, crime subjects, crime victims, witnesses, patients, hospitals, legal partners, governmental agencies, and City of Woodbury staff.

Work in a cooperative and professional manner; demonstrate a positive, courteous, helpful, and business-like attitude; demonstrate commitment to the organization, initiative, dependability, maturity in relationships with others, and self-confidence.

Review, analyze, process, and provide quality assurance on complex police, fire, and/or EMS reports. Provide quality assurance of National Incident Based Reporting System (NIBRS) entries.

Enter, remove, run and validate National Crime Information Center (NCIC) hot files. Conduct background checks, interpret results, and make recommendations in compliance with city ordinance and state statute.  

Prepare responses to prosecutorial, public, and private data requests in accordance with data practices and records retention laws.

Answer multi-line telephone and provide information within scope of responsibility, referring calls to other parties as appropriate.

Fingerprint residents upon request.

Handle urgent and routine matters within established policies and procedures.

Data entry and quality assurance in records management systems.

Maintain an up-to-date and accurate filing system of reports, records, and forms. 

Process training registration and maintain training files. 

Process requests for various licenses and permits. 

Prepare documents using Microsoft Word, Excel, and PowerPoint

Sort and distribute incoming mail. 

Maintain strict confidentiality.

Fosters an inclusive work culture and advances the City’s diversity, equity, and inclusion goals.

Maintain and foster an environment which exemplifies the City’s Exceeding Expectations philosophy (professional, responsive, leaders).

Other duties as assigned.

MINIMUM QUALIFICATIONS:

 High school degree or equivalent.

Three years’ experience in an Administrative Assistant or technical role with a high level of customer contact in in Government, Criminal Justice, Legal or related field. 

Intermediate working knowledge of Microsoft Office programs, including Word, Excel, and PowerPoint. 

Two years’ customer service experience. 

PREFERRED QUALIFICATIONS: 

Associate’s degree or higher. 

Local, state or county government experience. 

Proficiency in a second language.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job.  Reasonable accommodations may be added to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear.  The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. 

The employee is required to sit approximately 80% of the regular workday.

The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee will be exposed to office conditions. 

The noise level in the work environment is usually moderately quiet.

Salary : $28 - $39