POSITION CLOSES 01-30.23 @ 11:59 PM CST

Job Title: Police Administrative Assistant

Department: Police Department

Reports to: Officer Manager

FLSA Status: Nonexempt

Grade: 19

Salary $17.46 - $23.62/hr

General Statement of Duties:

Under the general direction of the Office Manager and the overall supervision of the Chief of Police, is responsible for performing a wide variety of typing, clerical and general office duties in support of the Police Department, to include recordkeeping, accounting, supply inventory, and providing assistance and information to departmental staff and the public. Responds to telephone inquiries, screens and directs calls, takes messages; greets visitors; performs word processing, data entry, and uses various office-related computer applications; prepares and maintains files, records, and reports.

Essential Duties and Responsibilities

• Welcomes visitors, determines nature of business and directs appropriately. Screens and directs telephone calls, answers various inquiries personally from the general public and other city departments. Provides information on departmental services and functions and refers inquiries to appropriate department or person.
• Type, record, and file a wide variety of police records, reports, and materials, including memos, letters, reports, complaints, warrants, citations, and crime and traffic reports.
• Assemble, code, record, and summarize a variety of police record data, including crime reports, traffic related incidents, warning tickets, and parking tickets.
• Sort, file, copy, and distribute crime reports, traffic reports, citations, petitions, and other materials to appropriate personnel.
• Import all citations and accidents into appropriate software
• Forward all citations to the clerk of courts.
• Assist department Command Staff and the public in person and by phone, including retrieving information and files, mailing out requested reports to outside agencies in accordance with established regulations, and providing general information regarding department policies, procedures, and regulations.
• Process warning and parking tickets by filing, completing and updating ticket-related information in the records management system, mailing overdue notices, maintaining records of payment, and when applicable, completing complaints and/or memorandums to deliver to the court.
• Place collections calls regarding unpaid parking citations
• Operate a computer terminal, copier, scanner and printer. Enter, modify, and retrieve a wide variety of police reports and records, memos, letters and other material.
• Responsible for maintaining certain supply inventories. Contact vendors by phone or on-line and place orders for supplies needed.
• Assist with tasks focused on the Department’s CALEA accreditation
• Receipt all payments received and fees collected and forward city funds to the City Finance Office. Receipt and deposits monies received from parking citation fines and accident copies.
• Responsible for all postal duties including receiving, sorting and routing.
• Responsible for setting court dates for parking citations
• Responsible for the registrations of bicycles
• Direct correspondence with internal departments and external agencies
• Schedules meeting/training rooms.

Marginal Duties and Responsibilities

• Attend training, seminars and workshops as deemed necessary.
• Perform all duties in compliance with safety standards and policies established by the City.
• Assist Office Manager and other staff as needed.
• Perform other job related duties as deemed necessary and additional duties, tasks, or responsibilities as assigned.

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• High School diploma or GED required.
• Associates or Bachelor’s degree in Business or closely related field required. Minimum of two (2) years experience in an office or administrative setting with receipting and deposit related functions. Equivalent combination of relevant education and/or experience may be considered in lieu of degree requirement.
• Keyboarding skills, with working knowledge of and the ability to use modern office equipment, fax machine, photocopier, multi-line phone system, etc.
• Ability to maintain confidentiality and integrity of the office and department.
• Ability to pass an extensive criminal history background investigation to include no prior serious misdemeanor or felony convictions.
• Ability to type a minimum of 50 words per minute.
• Demonstrable skill in operation of computers; word processing and spreadsheet knowledge to include Microsoft Word and Excel. Knowledge of other software programs preferred.
• Ability to perform minor bookkeeping duties and demonstrable knowledge of other office practices and procedures.
• Ability to become a Notary Public for the State of South Dakota.
• Demonstrable skill in communicating professionally with the public, both orally and in writing; to answer requests for information; and to compose routine correspondence.
• 1Must be detail oriented, have good organization skills with ability to multi-task.
• Must be dependable, responsible and have the demonstrated ability to work cooperatively with others.

Language Skills

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills

• Ability to calculate figures and amounts such as totaling tickets and report revenues, preparing receipts and deposits.

Reasoning Ability

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Certificates, Tests and Examinations

• Successful competition in oral interviews.
• Other such examinations as deemed necessary by the City.
• Valid South Dakota Driver’s License with acceptable driving record.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform 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 is regularly required to sit and talk and hear.
• The employee frequently is required to use hands to finger, handle or feel. Ability to type 50 wpm minimum.
• The employee is occasionally required to stand, walk and reach with hands and arms.
• The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision and peripheral 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.

• The noise level in the work environment is usually moderate.

Typical Performance Requirements

• Demonstrate skill in typing and composing correspondence.
• Ability to prepare and assemble reports.
• Demonstrate the talent of dealing with people in stressful situations.
• Demonstrate the ability to maintain files and reports.
• Demonstrate the ability to handle office practices and procedures.
• Ability to get along with co-workers and deal effectively with the public.
• Positive public relations.
• Ability to prioritize and complete job tasks independently.
• Ability to understand and follow written instructions.
• Cooperate as a team member within the Police/Dispatch staff in performing any duty essential to the achievement of efficient departmental operations.
• Master the special requirements and tasks of an Emergency Services Department employee with the unique demands made by the public.
• Ability to accurately enter data in a computerized record system from various types of forms and reports.
• Ability to learn and understand regulations and policies pertaining to the maintenance and release of information.
• Ability to work independently on confidential projects with minimal supervision.
• Ability to properly use business English and grammar.
• Ability to use basic math skills.
• Ability to accurately file and maintain records.
• Ability to utilize modern office procedures, practices and equipment, including data processing and word processing operations.
• Ability to direct calls, visitors, and mail to appropriate personnel.
• Perform duties in a safe manner.

Pre-employment Screening

Pre-employment screening may include, but are not limited to, the following: references, criminal background, credit history, drug and alcohol screening, medical history questionnaire, and pre-employment physical.