Administrative Assistant

JOB SUMMARY: The overall purpose and general responsibilities of the job.

Provides administrative and clerical support to the Police Department, including preparing required reports, managing records and media files, assisting with evidence and asset seizure documentation, and coordinating fleet needs. Serves as a primary point of contact for the public and outside agencies, performing duties that require accuracy, confidentiality, and knowledge of police procedures.; and performs other work-related duties as assigned.

ESSENTIAL JOB FUNCTIONS: The fundamental duties and tasks that define the job.

• Responsible for maintaining the sex-offender registry, updating files to ensure accuracy and compliance with state and local laws.
• Prepare monthly NIBRS (National Incident Based Reporting System) reports to be submitted to the Texas Dept of Public Safety, and other monthly reports such as grand jury results, DWI blood results, and asset seizure reporting.
• Manages Asset Seizure monies/property to assure legal timelines are met and that accurate reports or filed to the District Attorney, and submits annual report to the State of Texas
• Maintain and manage media files created by patrol officers and make copies of files as requested by Municipal Court, District Attorney; and be able to testify in court to accuracy of file.
• Complete selected calls for service reports over the phone or from walk-in complaints.
• Assists in maintaining the evidence room and property room, destruction of evidence as dictated, and conducting necessary inventories and audits to establish accuracy.
• Prepare incident reports/ prosecution reports for prosecutors’ reference felony and juvenile files, verifying content and accuracy, and forward to appropriate agencies.
• Manage fleet registration and repairs.
• Perform clerical functions requiring discretion, maintaining confidentiality, and specialized knowledge for the detective, such as statistical data and reports.
• Answer telephone calls, relay messages to department personnel as necessary, and assist the public in person and over the telephone, providing general information and directions.
• Complete records checks, provide copies of accident and/or offense reports to persons upon request, and collect fees for such requests.
• Fingerprint citizens, officers, for various application requirements upon request and collect fees.
• Prepare folders for incident reports, and type arrest jackets and fingerprint cards.
• Prepare incident reports/prosecution reports for prosecutors’ reference misdemeanor cases not assigned to criminal investigators (Class C), and enters all arrest reports in the computer, verifying content, racial profiling, and accuracy; forwards to appropriate agencies.
• Maintain records for police department to include incident, accident, and other miscellaneous reports.
• Maintain petty cash fund from sale of reports, records check, and fingerprinting services.
• Video redaction as needed for public information requests.
• Hand-carry mail, memorandum, citations, and other paperwork to City Hall and return with mail, memorandum, and other paperwork for the Police Department daily, which is then sorted and delivered to police staff.
• Serves as essential emergency personnel when required.
• Regular and prompt attendance is an essential function of the position.
• Performs such other related duties as may be assigned.

SECTION II - JOB DIMENSIONS

CONTACTS: Nature of contacts, external relationships, and internal relationships.

Provides general and technical information regarding Police operations and occasionally deals with hostile individuals.

Internal Contacts: Constant contact with departmental personnel.

External Contacts: Frequent contact with citizens, and other individuals face to face and over the telephone to provide information regarding operations.

DIFFICULTY: Judgment, initiative, and decision-making.

Judgment is necessary in selecting appropriate established guidelines to follow. Significant deviations require prior approval.

RESPONSIBILITY: Supervision given accountability, safety, budgeting, spending authority and confidentiality.

Primary responsibility for administrative and technical support to police department. Job has significant impact on City operations, budget, and public image.

GUIDANCE: Supervision received and level of independence.

Employee receives direction when performing the essential job functions. Work is performed in accordance with established guidelines or procedures.

WORKING CONDITIONS: Working environment and other conditions of employment.

Working conditions are primarily in an office environment. Exposure to moderate levels of fumes, oils, lubricants, and cleaners daily with limited exposure to risks controlled by safety precautions.

SECTION III - JOB REQUIREMENTS

EDUCATION AND EXPERIENCE: Minimum requirements for formal education and job-related experience.

High school diploma or General Education Development (GED) Certificate and 2 years of administrative and/or clerical experience; or an equivalent combination of education and/or related experience.

SKILLS, KNOWLEDGE, AND ABILITIES: Utilized in the performance of the essential functions of the job.

• Knowledge of modern office practices and procedures
• Knowledge of proper English, spelling, grammar, and punctuation
• Knowledge of record keeping principles and practices
• Knowledge and skill in utilizing personal computer and associated software programs (Word, Excel, financial, purchasing, and time and attendance software)
• Knowledge of and skill in basic bookkeeping and accounting principles
• Knowledge of and skill in performing mathematical calculations
• Ability to communicate clearly and effectively with diverse individuals, both verbally and in writing
• Ability to establish and maintain cooperative working relationships with those contacted in the course of work
• Ability to maintain accurate records and files

PHYSICAL DEMANDS: The physical requirements associated with performance of the Essential Job Functions.

Physical requirements include carrying/lifting 10 lbs. and occasionally pushing/pulling up to 20 lbs.; visual acuity, speech, and hearing; hand eye coordination and manual dexterity necessary to operate telephone, personal computer, basic office equipment; subject to carrying, lifting, twisting, kneeling, standing, and reaching to perform essential job functions.