PD Administrative Assistant

Administrative Support Officer

Performs responsible administrative support functions for the Records Division of the Police Department in processing, collecting, and storing law enforcement records, reports, and information. Provides administrative support to staff and assists the public with police information and services.

Distinguishing Features of the Class : An employee in this class serves in the Police Department and is the first point of contact for public inquiries at the front desk. The reception of calls and walk-in traffic requires the employee to learn the primary function and responsibilities of the Department and provide answers or resources to citizens. The employee also maintains various statistics and information for the Department. Work requires knowledge of federal and state guidelines or internal departmental procedures for the processing and storing of criminal records. Work also requires operating a computer terminal, entering data into software programs, and performing general administrative support tasks. The employee is expected to follow standard processes and to ensure the highest level of confidentiality and security of information. The employee works in an inside office environment. Work is performed under the regular supervision of the Records / Accreditation Manager. Work is evaluated through observation, conferences, reports, and reviews of work performed in the assigned function.

Duties and Responsibilities :

• Answers all incoming calls to the Police Department; serves as the main point of contact for greeting the public either by phone or walk-in; assists with directing the public to the responsible department division and provides information and / or resources to the general public and other agencies to answer general queries, requests, provide records, explain services or other related issues.
• Maintains statistics, spreadsheets, and various reports effectively and efficiently.
• Receives, sorts, reviews, and enters various records, such as incident reports, supplemental reports, arrest sheets, juvenile custody sheets, accident reports, warrants, property sheets, officer reports, and citations.
• Research records as necessary and required; handles information confidentially and in accordance with laws and operating procedures.
• Performs skilled clerical and administrative work, including creating files and labels, making copies of records for department staff or the public, maintaining inventory, placing orders for supplies, and accepting and distributing mail and deliveries.
• Issues residential and business alarm permits; maintains related records and answers all incoming correspondence pertaining to the same. Assists the police chief with the issuance of peddler's permits.
• Collects fees and follows approved cash-handling procedures and applicable statutes for payments; prepares daily deposits.
• Provides administrative staff support when needed, such as document production, correspondence preparation, obtaining price quotes, ordering supplies / materials, and compiling statistics for administrative reports.
• Performs other related duties as required.
• Maintains hand-written parking ticket records in a spreadsheet. Sends enforcement letters to delinquent violators.

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