Job Description

Job Description

Job Description

General Purpose of Position

Performs duties associated with Police Department administrative functions under the general supervision of the Police Records Custodian.

Major Duties and Responsibilities

Provides administrative support to departmental personnel

• Provides back-up to the Police Records Clerk position
• Operates criminal data information systems
• Review officer reports for completeness and follow-up as needed
• Enters accident information into appropriate computer software applications
• Makes copies of reports and other paperwork upon request
• Assists in transcribing officer incident reports when required
• Assists in filing reports as needed

Provides necessary reports and performs other administrative duties

• Assists with data entry into the Uniform Crime Reporting (UCR) system, National Incident Based Reporting System (NIBRS), and Missouri Incident Based Reporting System (MIBRS)
• Assists in entering data into the computer, and in generating a variety of law enforcement reports for the Police Chief and City Council as necessary
• Responds to requests for reports by citizens, city clerk, police personnel, media, and insurance companies while respecting and maintaining the confidentiality of the information protected by the statute defining the Missouri Sunshine Law as necessary
• Assists with public relations and education

Performs other administrative duties related to departmental functions

• Greets and assists citizens at the lobby window with questions, complaints, and problem solving
• Answers phones, transferring calls to appropriate personnel or taking messages
• Provides phone numbers or other information as needed
• Directs public to appropriate department or person
• Opens, sorts, and distributes departmental mail
• Prepares and sends various reports upon request
• Serves as an assistant to command staff and provides a variety of administrative assistance as needed
• Maintains inventories and orders departmental supplies and materials; and maintains departmental personnel and other records and files
• Signs personnel up for training, arranges travel, lodging, and keeps record of training completion
• Performs duties of Police Records Clerk in his/her absence

Performs other duties as directed

Education and Experience

The person in this position must have a high school diploma or its equivalent; some college study in administration or business is preferred. At least two years of experience is preferred. An equivalent combination of education and experience will be considered.

Licenses and Certifications

The person in this position must receive or maintain MULES certification within the timeframe specified by state statute, and a valid Missouri driver's license.

Knowledge, Skills and Abilities

Knowledge

• State and local laws concerning traffic and felonies
• City and departmental payroll procedures
• City and departmental purchasing procedures
• Basic labor law principles and applications
• General office and filing practices and procedures
• General accounting principles
• Proper grammar and the use of English in speaking and writing
• Computer operations and applications, including word processing and spreadsheets
• OSHA standards and regulations concerning employee safety
• Federal and state statutes concerning the work of the department
• Mathematical skills, including addition, subtraction, division and multiplication
• General functions and operations of municipal government

Skills and Abilities

• Explain complex concepts in layman's terms
• Organizational skills
• Use various pieces of office equipment, including typewriters, photocopiers, and facsimile machine
• Accurate typing and data entry using a personal computer
• Use a multi-line telephone system to answer and transfer calls
• Maintain confidentiality
• Proofread reports accurately
• Use various types of office software, including word processing and spreadsheets
• Use common sense
• Pay attention to detail
• Use a 10-key adding machine or calculator
• Complete detailed work accurately
• Work effectively with a wide range of people
• Meet specified deadlines
• Prioritize daily workflow
• Work as a team member with other employees
• Communicate effectively with others, both oral and written
• Work autonomously with necessary
• Handle multiple tasks simultaneously with frequent interruptions
• Deal with others in a professional manner
• Maintain professional composure in heated situations
• Follow departmental and City policies and procedures

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