What are the responsibilities and job description for the Police Department Administrative Assistant position at Fond du Lac Reservation?
Division/Department: Law Enforcement – Administration
Location: Law Enforcement
Reports To: Office Administrator
Probationary Period: 90 days – Full time
FLSA Status: Non-Exempt (hourly)
Classification: Child-Related CA
Driver’s License: Level 1 - Driver’s License required
Starting Wage: $17.31 - $19.48
- Responsibilities: Operates ‘non-marked’ company vehicle to deliver documents and other non-hazardous items to the County and/or City Attorney’s office, Tribal Attorney, training retreats, etc.
- Due to changes and modifications in the job from time to time, employees are required to be flexible and assume other responsibilities assigned by management as deemed necessary.
Provides clerical and administrative support for the police department, including typing letters, specifications, supplementary reports, grants, schedules, search warrants, taped statements, memos and other documents from written and/or dictation form.
Prepares case files and statements for the County, City and Tribal Attorney’s Office and insurance companies.
Ensures accurate and timely entry of Criminal Justice Information System/National Crime Information Center (CJIS/NCIC) "Hot Files" information as well as statistical information into Criminal Justice Reporting System (CJRS).
Classifies Initial Class Complaint Reports (ICR’s), Initial Call (IR), and Calls for Service (CFS) on a daily basis to include classifying incident, classified with Minnesota Offense Codes (MOC), classifying location of incident, and edits contents of reports.
Attached appropriate paperwork to ICR’s IR’s and CFS’s including tickets, Tab Charges, reports and miscellaneous paperwork
Enters MOC Codes from ICR’s into CJRS system and into the local department criminal history file to include arrests, traffic tickets, animal tickets, deceased, victims, suspects, juvenile petitions and formal complaints.
Assists with Suspense File in BCA Criminal History System, including systems to determine issue and appropriate resolution. Notify parties involved to take appropriate action to resolve the issue, if needed. Follow up and review to determine resolution of the Suspense record has occurred.
Aids and assists in providing appropriate information to citizens, news agencies, insurance companies, the military, attorneys, other law enforcement agencies, and others, via telephone, in person electronically, or through mail regarding questions, complaints, requests, etc., based on established department policies and procedures, and according to direction from the Chief.
Determine what information to release under the Data Privacy guidelines and the information sharing policy between the Fond du Lac Police Department and Divisions overseeing all residential property owned or Administered by the Fond du Lac Band of Lake Superior Chippewa. Process records requests based on the nature of the data the permission of the requesting party to receive the data, to include review of report and redaction of confidential information, while supplying accurate information relating to the Police Officer’s reports.
Assists with monthly/quarterly/yearly reports that are sent to BIA, BCA, FBI, Tribal Council and grant managers.
Assists with Nation Incident-Based Reporting System (NIBRS) making sure is completed and accurate for submission.
Assist with notifying officers for court and coordinating with County, City and Tribal Court officer’s availability.
Enters lost, stolen or found property and missing person into local files and enter items in NCIC/CJRS.
Enters Formal Complaints, Juvenile Petitions and Dispositions as they are referred by courts system.
Codes, classifies, completes and submits fingerprint cards for the Bureau of Criminal Apprehension (BCA) and FBI.
Distributes and routes correspondence and maintains appropriate files.
Deals with public on a daily basis providing general information of Tribal Ordinances, driver’s license information, and vehicle information to various companies and insurance.
Maintains all records and files including photo imaging log, to include coding of photo line-ups and scanning of photos into computer system.
Receive and route incoming calls and visitors to the department. Answers questions and explain procedures for the department. Takes complaints and composes Initial Complaint Reports (ICR’s) and Initial report (IR).
Coordinates with officers the release of vehicles towed by requesting and receiving the proper paperwork such as insurance information, vehicle ownership, etc.
Completes criminal history reports using the CJIS/NCIC and local records.
Orders and maintains office supplies.
Maintains and stores outdated files and archiving systems.
Manage preservation and release of all information in accordance with data privacy laws.
Department uniform is required and provided to the employee, which must be worn during scheduled work hours unless prior arrangements have been made with management.
Shift work will be required due to hours of operation being Sunday through Saturday and on holidays.
Must attend all mandatory meetings.
Ensures confidentiality for financial records and for all records for employees and/or clients.
Displays a responsive and professional manner in promptly responding to all requests, complaints, and problems.
Recognizes that each employee is a representative of the Fond du Lac Band of Lake Superior Chippewa and is responsible for demonstrating courtesy, respect, and sensitivity to the needs of all others, including visitors and co-workers.
Represents the Fond du Lac Band of Lake Superior Chippewa and the department in a positive and professional manner in the community.
Required to maintain proper attendance including reporting to work on time in accordance with applicable policies.
Maintains a clean and organized work area.
- Qualifications: AA degree; three years’ experience in a legal or law enforcement or other related field; or a combination of education and experience is required.
- Walking, standing, sitting, bending, stooping, climbing, pushing, pulling are required.
CJIS/NCIC Certification is required; if not certified at the time of hire employee must become certified within six months of hire, and must maintain for duration of employment.
Notary Public is required. If applicant does not possess Notary Public they must receive within six months of employment.
Valid Drivers Class D driver’s license is required.
Demonstrated knowledge of filing systems is required.
Knowledge of computer applications to include word processing, databases and or data entry, spreadsheets and Microsoft Outlook is required.
Knowledge of Police Department procedures and policies is preferred.
Position requires on call availability.
Operations are conducted seven days a week; 24 hours a day; and on holidays.
Ability to communicate effectively orally and in writing is required.
Ability to work independently and establish priorities is required.
Attention to detail and accuracy is required.
Ability to establish professional and harmonious working relationships on all projects and with all parties involved.
Subject to drug and alcohol testing in accordance with the Fond du Lac Reservation’s Personnel Policies.
Subject to pre-employment and annual background checks.
Subject to immunization review and submitted proof of required vaccinations.
Travel is required.
PHYSICAL REQUIREMENTS:
Ability to lift and carry up to 10 pounds is required.
T he Fond du Lac Band of Lake Superior Chippewa, Nagaajiwanaang ( Where the water stops ), is one of the six Bands of the Minnesota Chippewa Tribe and a proud sovereign Ojibwe nation. We strive to be a diverse , supportive , and inclusive workforce that employs Fond du Lac Band members, native peoples , and those from our surrounding communities .
As one of Carlton County's largest employers, the Fond du Lac Band is dedicated to elevating the community through a broad spectrum of programs and enterprises including our gaming facilities, tribal government, health services, and education that promot es our language, culture, and the preservation of our natural resources .
The Fond du Lac Band is a n employer that cultivate s the growth of our employees and our programs ; a place where you can develop your skills and gain experience that will positively impact the lives of those who call the Fond du Lac Band home. Our hiring practices follow tribal employment rights outlined in Fond du Lac O rdinance #12/94 (TERO).
Join the Fond du Lac Band of Lake Superior Chippewa in our mission to preserve and promote our community while contributing to its vibrant future.
Salary : $17 - $19
