Administrative Assistant/Dispatch

Description

JOB SUMMARY

This position performs a variety of routine-to-complex administrative duties including but not limited to providing smooth and orderly operation of the Columbia College Police Department (CCPD), by providing administrative support in a professional manner.  This position works closely with staff, faculty, students, services, and offices campus wide.  This position provides confidential support requiring discretion, initiative, and independent judgment in matters of significance; and performs related duties as assigned.  This class works within a general outline of work to be performed and develops work methods and sequences under general supervision, reporting directly to the Director of Public Safety.

Qualifications

ESSENTIAL JOB FUNCTIONS:

• Provides effective communication through the use of telephones, radios, computers, fax machines and any other means of communication.
• Performs administrative, clerical, dispatch and specialized police functions to ensure and maintain accurate reporting and documentation for activity of the CCPD.
• Maintains effective communication and provides assistance to all department employees, students, faculty, staff, and visitors.
• Assists in all administrative duties assigned by the Director of Public Safety or his designee and all other duties as required and appropriate to further the day-to-day operations of the department.
• Maintains accurate and up to date documentation and maintenance of incident reports, case files, parking decals, parking summons, state summons, warrants, and other charging papers.
• Prepares files for court as needed for officers and upon request.
• Prepares and submits all required reports in a timely manner, such as Mileage Reports, Access Reports, Parking Decal Reports, etc.
• Assists in documentation and preparation of protective services for visiting/travel dignitaries with various state and federal agencies.
• Remains abreast of all Columbia College rules, guidelines and regulations as well as local, city, county, state or federal ordinances and laws.
• Attends required periodic training sessions and seminars for professional development in the fields of criminal justice and office responsibilities.
• Works under stressful, high-risk situations.
• Receives and reviews a number of documents and reports including shift reports, incident reports, accident reports, SLED crime reports, shift schedules, arrest warrants, search warrants, etc.
• Checks in and signs out College fleet vehicles to the appropriate parties; coordinates with the on-duty officer to ensure the vehicles are adequately documented for mileage information, cleanliness, and maintenance.
• Updates the patrol pass on book as necessary, which includes sending email updates to the appropriate parties within the department and around campus.
• Prepares and processes documents and information including warrants, booking reports, fingerprint cards, severe weather reports, incident reports, accident reports, summons, parking tickets, shift reports, various logs and routine reports, etc.
• Interacts and communicates with various groups, organizations and individuals including the immediate supervisor, co-workers, all College administrators, faculty, staff, visitors, visiting dignitaries, crime victims, suspects, witnesses, SLED, FBI, local law enforcement agencies, emergency medical and rescue personnel, fire personnel and the general public.
• Operates and maintains police vehicles and other college vehicles and equipment, and utilizes a variety of equipment and tools including a telephone, two-way radios, camera, camcorder, tape recorder, NCIC and personal computers and other general office equipment, hand tools, etc.
• Serves as the TAC for CCPD; ensures all paperwork is maintained and up to date, as well as that all employees have completed the proper Security Awareness or NCIC Reaffirmation tests.
• Maintains the camera systems by coordinating with Statewide Security Systems and the officers to pull surveillance video upon request. Also ensures the systems are functioning properly to ensure the safety of the Columbia College campus.
• Updates and maintain the databases for ID Cards for faculty, staff, vendors, and students. This encompasses the addition of new campus constituents to the database as well as dispersing ID Cards when appropriate, as well as removing constituents who are no longer a part of the campus community.
• Coordinates efforts with Residence Life to ensure all appropriate parties have access to their respective residence halls. Provides reports about card access and usage upon request of Residence Life.
• Checks in all vendors and ensures they are allowed to come onto the campus; notes where vendors are going on campus in case the need arises and they need to be escorted off the premises.
• Maintains invoices and bills for CCPD, to ensure bills and invoices are paid on time and in good standing.
• Checks office equipment regularly for functionality as well as stock, scheduling maintenance and coordinating with the appropriate party for service when required; keeps office supplies in stock and on hand when needed.
• Attends meetings with the Director of Public Safety upon request to produce meeting minutes; may be required to attend meetings for the director.
• Serves as supervisor to student workers and Campus Safety Ambassadors; leads them through the qualification and application process as well as coordinates interviews; assigns schedules and assignments.  
• Performs other related duties as assigned.

MINIMUM REQUIREMENTS TO PERFORM WORK: 

• High School Diploma; college degree preferred.
• One (1) year of professional administrative experience plus completion of required training and education as may be required and appropriate for the position.
• This is an office-based position from 8:30 a.m. to 5:00 p.m., Monday through Friday with some events scheduled outside of that timeframe as designated by the Dean, division, or campus event schedules, which may include early/late hours or occasional weekends.
• Must possess a valid state driver’s license.
• Must be proficient in Microsoft Office Suite, utilizing Outlook, Word, Excel, PowerPoint and Microsoft Teams, as well as DOS, LOTUS, Dbase, Word Perfect, Access, Google Drive, Google Slides, and Google Documents.
• Requires NCIC certification; may require other certifications as determined by the department.

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to work independently with little direction.
• Ability to plan, organize and prioritize work; ability to multi-task.
• Ability to meet schedules and timelines.
• Strong customer service skills.
• Knowledge of bookkeeping/accounting preferred.
• Ability to maintain inventory, records, and prepare reports.
• Ability to understand and follow oral and written directions.
• Ability to communicate effectively, both orally and in writing; pays attention to detail.
• Ability to establish and maintain effective working relationships with others; excellent interpersonal skills.
• Conscientious, enthusiastic, approachable; strong work ethic.

PHYSICAL DEMANDS:

Must be physically able to operate a variety of machines and equipment including automobiles, office equipment, telephone, etc. Must be able to exert up to thirty pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Physical demands are in excess of those for sedentary work; must be able to remain on feet for periods of time, stoop, kneel, crouch, lift, carry, push, pull, climb, balance, and walk.

WORKING CONDITIONS:

Work environment risks exposure to no known environmental hazards.

EOE M/F/D/V