CITY OF TALLADEGA

• POLICE

ADMINISTRATIVE ASSISTANT THIS POSITION IS A FULL TIME

• PERMANENT

ASSIGNMENT WITH BENEFITS.

Job Summary:

Under the supervision of the Lieutenant

• Training, the employee performs general clerical support and reception duties for the Police Department.

The employee performs duties that include greeting and directing visitors, responding to inquiries, and providing requested information and/or referral to other parties or departments. Job activities involve typing, reception, filing, and basic record keeping following well-established policies, procedures, and routines. This is a job with a high degree of responsibility and judgement in working with the public. The employee refers unusual situations and problems to the supervisor. This job classification is identified as security-sensitive and is subject to a pre-employment background check.

ESSENTIAL FUNCTION

General Reception. Performs general reception functions supporting the Police Department. 1. Greets all visitors to the Police Department. 2. Directs visitors to the appropriate investigator or officer according to their need. 3. Answers visitors' questions; determine who might have accurate information. 4. Answers multi-line phone; directs callers to the appropriate individual or office; takes messages. 5. Maintains visitor log and access badge control. 6. Maintains a separate call log for the Police Chief.

ESSENTIAL FUNCTION

General Administrative. Performs administrative functions supporting the Police Department. 1. Prepares correspondence for the Department as directed. 2. Sorts and delivers mail to each division of the Department. 3. Assist visitors with incident/offense reports to the public as allowed and impound releases. 4. Send accident reports to Carfax for Police. 5. Assist and maintain timesheets. 6. Receives and receipts for monies taken for copies of reports and vehicle impounds, and turn in all monies to finance department. 7. Serve as notary public. 8. Performs other related duties as assigned.

ESSENTIAL FUNCTION

Confidential Information Security. Performs administrative functions that deals with confidential information for the Police Department. Handles and maintain confidential information, enters warrants, incident reports, inmate information 1. Creates and file case files for the detectives. 2. Assist sex offenders when registering; assists with Youthful Offender paperwork and Narcan paperwork. 3. Domestic violence reporting to DV Service Officer. 4. Fulfill requests for reports from parole/probation officers, DHR, and Lexis Nexis; send reports to court office when requested. 5. Enters misdemeanor warrants into RMS, enters felony warrants into the National Criminal Information Center (NCIC) system, and maintain all files. 6. Conducts criminal background, driver history, and insurability checks; maintains a log of all checks. 7. Enters all traffic tickets and warnings into the police pack software (RMS). 8. Prepares bond release paperwork for inmate release; receives and receipts bond monies. 9. Confirms warrant status with police officers. 10. Assist visitors with incident/offense reports to the public as allowed and impound releases. 11. Maintains and confirms criminal trespass warnings. 12. Maintains files for warrants awaiting to be served. 13. Confirms warrant status with police officers. 14. Enter and remove missing persons in NCIC, enter and remove stolen property and guns. 15. Enters weekly pawn information into RMS and crosschecks with NCIC for stolen property.

ESSENTIAL FUNCTION

Technology Acquisition. Researches, prices, and purchases various types of technological tools and equipment on behalf of the Police Department. 1. Coordinates the purchase of new equipment to include personal computers, laptops, printers, scanners, etc. 2. Orders and purchase two-way radios. 3. Completes required paperwork purchases requiring bids; develops bid specifications. 4. Maintains an accurate and up-to-date inventory of all IT equipment and property held by the Department. 5. Works with Department to research and purchase specialized software. 6. Develops long-term change out plan for IT equipment.

ESSENTIAL FUNCTION

Technology Installation and Maintenance. Installs, maintains, and troubleshoots hardware, software, and networks for the effective operation of the information technology function of the Department. 1. Performs set up of network computers and printers within the Department and its various offices. 2. Tracks age of equipment, monitoring for obsolescence and lack of technical support. 3. Installs new software; troubleshoots, handles licensing, contacts software representative as needed. 4. Maintains the Department network to include equipment repair and maintenance, installation and maintenance of firewalls, software maintenance, installation and maintenance of wiring, and working with service provider. 5. Climbs, bends, and stoops to provide necessary wiring for networks and equipment. 6. Maintains the hardware on security system; retrieves video as requested. 7. Maintains personnel permissions and security levels in the Department's records management system. Knowledge, Skills and Abilities (

• Can be acquired on the job) 1.
• Knowledge of City and Departmental rules, policies, and procedures. 2.
• Knowledge of filing system and related Departmental procedures.

3. Knowledge of municipal and law enforcement administration and filing requirements. 4. Knowledge of modern administrative office practices, procedures, and equipment including secretarial, receptionist and telephone techniques and etiquette. 5. Knowledge or records management and state laws regarding maintenance and archiving of files and records. 6. Knowledge and proficiency with word processing, spreadsheets, database applications, e-mail, and internet. 7. Knowledge of safety rules including accident causation and prevention. 8. Communication skills to effectively communicate internally and externally, both orally and in writing. 9. Reading skills to understand and interpret regulations, ordinances, policies, procedure and other documents. 10. Verbal skills to communicate effectively with elected officials, supervisor, co-workers, subordinates, general public and City personnel. 11. Writing and grammar skills to clearly and concisely compose correspondence, prepare documents, reports, forms, records, etc. 12. Math skills to perform basic calculations (add, subtract, multiply, divide) and balance accounts as needed. 13. Computer skills to create spreadsheets and other documents. 14. Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. 15. Skill in planning, analyzing and coordinating activities and establishing priorities. 16. Ability to prioritize work projects and organize files. 17. Ability to pay attention to detail when completing reports. 18. Ability to work with minimal supervision. 19. Ability to work independently and exercise judgment to make prudent decisions. 20. Ability to work in a fast-paced environment requiring organization and multi-tasking skills. 21. Ability to keep confidential information, accurate records, and prepare accurate reports. 22. Ability to deal with all contacts in a courteous and patient manner. 23. Ability to use computers and office productivity software. 24. Ability to use multi-line telephones. 25. Ability to operate standard office equipment such as computers, copier, fax, typewriter, adding machine, etc. 26. Ability to drive. Minimum Qualifications 1. Possess a high school diploma or GED. 2. One (1) year of administrative work experience in an office environment dealing with the public; or any combination of education, training and experience that demonstrates the above listed knowledge, skills and abilities commensurate with the requirements of this job. 3. Work experience in law enforcement or public environment is preferred. 4. Possess a valid and current driver's license and be insurable. 5. Ability to obtain and maintain NCIC certification. 6. Ability to work non-standard hours. 7. Ability to travel for training. 8. Ability to pass a pre-employment background check. Physical Demands The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile, etc. No special physical demands are required to perform the work. Work Environment The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or commercial vehicles, e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, etc. The work area is adequately lighted, heated and ventilated.

Job Type:

Full-time Pay:

$14.16 per hour Expected hours: 40.0 per week

Benefits:

401(k) Dental insurance Flexible schedule Health insurance Life insurance Paid time off Professional development assistance Retirement plan Vision insurance

Work Location:

In person