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This position is responsible for a wide variety of general and/or specialized office support, clerical, and technical work in support of the Police Department. Work consists of collecting, recording, transcribing, maintaining, editing, and retrieving confidential law enforcement data and information; performing a variety of recordkeeping functions, including processing police reports; receiving and providing assistance to the public at the front counter and over the telephone; and providing supplementary support and assistance to other activities of the Police Department.
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Performs a wide variety of technical and clerical law enforcement support duties related to collecting, recording, transcribing, maintaining, processing, editing, retrieving, and distributing technical and confidential law enforcement data and information including police reports, citations, warrants, protective order, and subpoenas.
Enters, maintains, and retrieves data, reports, and information into and from a variety of automated law enforcement records systems, including a Records Management System (RMS).
Verifies documents for vehicle releases; runs various records for background checks; runs arrestees and suspects for warrants, driving records, and criminal history; assists officers with RMS checks.
Processes case reports including citation amendments, Department of Motor Vehicle paperwork, domestic violence reports, and traffic accidents; prepares all reports, including both misdemeanors and felonies; processes all report to be forwarded to proper individual or agency.
Assists with Police file and record management including their destruction and transformation to micro imaging; scans reports; assists in the implementation of file record management systems and programs.
Photocopies and distributes crime, incident, arrest, and accident reports to the general public and various agencies.
Collects funds for reports, vehicle releases, case reports, and other matters; maintains appropriate ledgers; prepares and issues receipts.
Assists other departmental and City personnel with administrative and office support functions, provides materials to other agencies; maintains accurate records; maintains various logbooks; receives packages and opens and distributes mail.
Assists, provides information, and responds to questions and concerns from the general public, departmental staff, and other agencies in person and by telephone; answers and responds to calls on multiple phone lines; forwards calls to appropriate personnel; takes and provides phone messages.
Types correspondence, reports, forms, and other confidential and specialized documents from drafts, notes, dictated tapes, or brief instructions; composes letters and other documents as necessary.
Communicates with other departmental staff on a variety of requests.
Compiles data for daily, monthly, and annual reports; responds to information requests and prepares reports for distribution.
Coordinates services with outside vendors.
Files and retrieves materials and data from department computerized and manual filing systems; maintains the department’s filing system.
Processes external mail as well as inter-departmental City correspondence.
Performs other duties as assigned.
Knowledge, Skills and Abilities Required by the Position
Ability to understand the organization, operation, and services of the City, the Police Department, and of outside agencies as necessary to assume assigned responsibilities.
Ability to understand, interpret, and apply general administrative and departmental policies and procedures.
Ability to compile, maintain, process, and prepare a variety of records and reports.
Ability to perform record searches quickly and accurately.
Ability to work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
Ability to exercise good judgment in maintaining critical and sensitive information, records, and reports.
Ability to read, understand, and review documents for accuracy and relevant information.
Ability to use applicable office terminology, forms, documents, and procedures in the course of the work.
Ability to use sound judgment in following and applying appropriate laws, regulations, policies, and procedures.
Ability to organize and prioritize work assignments.
Ability to meet critical deadlines.
Ability to deal successfully with the public, both in-person and over the telephone.
Ability to courteously respond to community issues, concerns, and needs.
Ability to understand and follow oral and written instructions.
Ability to operate and use modern office equipment including a computer and various software packages.
Ability to operate specialized automated law enforcement information systems including Police computer systems to access and maintain data.
Ability to type and enter data accurately at a speed necessary for successful job performance.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to establish and maintain effective working relationships with those contacted in the course of work.
Ability to compile data and write clear, concise reports.
Ability to maintain an organized office environment.
Excellent written and verbal communication skills; Proficient mathematical skills.
Excellent customer service skills.
Knowledge of modern office procedures and equipment.
Knowledge of the operation of a variety of tools and equipment.
Skilled in using a variety of computer programs Microsoft Word; Excel, PowerPoint, Outlook for administrative functions.
Physical Demands
Sit or stand for prolonged periods; correctable visual acuity to read a computer screen and a typeset page; fine finger dexterity to manipulate computer keyboard and mouse; speak audibly and clearly; hear in-person, radio, and telephone conversations; occasionally transport objects weighing up to 25 lbs.
Work Environment
Work is performed in an office environment with extensive time spent at a computer workstation. Environment includes a normal range of noise and other distractions with low everyday risks working around standard office equipment. Occasional visits to other department work sites may be required. Some travel to professional meetings is expected.
High school diploma or equivalent required; Associate’s degree or two (2) years of college or technical coursework preferred; one (1) year administrative work experience preferred;; Any equivalent combination of education, training, and experience which provides the knowledge, skills and abilities for the job may be considered in lieu of educational requirement; valid Georgia Driver’s License; successfully pass pre-employment medical and drug screen; satisfactory motor vehicle record (MVR); and acceptable background investigation.
