Staff Assistant- Police

JOB SUMMARY
This position provides customer service at the front desk of the Police Department and performs technical duties in the maintenance of department records.
 
ESSENTIAL FUNCTIONS

• Answers telephone and greets visitors; provides information and assistance; prints requested reports; receives expungement paperwork, house watch requests, and open records requests; and accepts payments.
• Enters citations issued by police or code enforcement.
• Enters E-Forms data; files related records.
• Provides support to the Criminal Investigation Division as assigned; prepares correspondence; maintains files and records; enters warrant and other data; and prepares regular and special reports.
• Provides support for court operations as needed; enters data; maintains case files; and processes motions for the City Solicitor. 
• Processes Alcohol Beverage Handling permit applications; runs background checks; schedules appointments; receives payments; and issues permits.
• Maintains, updates, and files reports, records, and other data.
• Processes criminal history background checks for prospective employees and volunteers as assigned.
• Assists in processing applications for employment.
• Serves as Terminal Agency Coordinator for GCIC and NCIC databases as assigned; maintains warrant files; maintains stolen vehicle/article entries; submits monthly Uniform Crime Reports; and administers GCIC training to department personnel.
• Administers the department records room as assigned.
• Processes record expungements as assigned.
• Processes open records requests as assigned.
• Researches data and prepares department crime reports as assigned.
• Performs related duties.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of modern office practices and procedures.
• Knowledge of City and departmental policies and procedures.
• Knowledge of GCIC and NCIC policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of records management guidelines.
• Knowledge of open records laws.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer service.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication.
• Ability to work cooperatively and collaboratively in a workplace of dignity and respect.

SUPERVISORY CONTROLS
The Police Lieutenant assigns work in terms of general instructions.  The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.
 
GUIDELINES
Guidelines include City and department policies and procedures, NCIC and GCIC regulations, Georgia Open Records laws, and Georgia records retention guidelines.  These guidelines are generally clear and specific, but may require some interpretation in application. 
 
COMPLEXITY/SCOPE OF WORK

• The work consists of related technical and customer service duties.  Frequent interruptions contribute to the complexity of the position.
• The purpose of this position is to perform technical duties in the maintenance and processing of department records.  Successful performance contributes to the efficiency and effectiveness of department operations. 

CONTACTS

• Contacts are typically with co-workers, other City employees, representatives of other law enforcement agencies, court personnel, and members of the general public.
• Contacts are typically to give or exchange information, resolve problems, and provide services.  

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping.  The employee occasionally lifts heavier objects, such as boxes of files, weighing approximately 25 pounds, and climbs ladders.   
• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY
None. 
 
MINIMUM QUALIFICATIONS

• Ability to read, write, and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent. 
• Sufficient experience to understand the basic principles relevant to the major duties of the position usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years. 

The qualifications listed above represent the credentials necessary to perform the essential functions of this position.  To be successful in this position, an individual must be able to perform each essential duty satisfactorily.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.