An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
This position is responsible for establishing and maintaining a favorable image for the City of Woodbury while performing routine and complex administrative duties for the Public Safety Department. Overall supervision is provided by the Assistant Public Safety Supervisor. Tasks may include processing reports; taking, referring, and handling incoming calls; assisting customers in person and over the phone; conducting background checks; processing requests for data; maintaining files; providing administrative support for department personnel; and preparing documents using Microsoft Office products and public safety records management systems. This position will require certification as a
BCA MNJIS
(Minnesota Justice Information Services) operator within 6 months of hire.
There are two positions available:
one designated to police report processing and community support unit administrative support and the other designated to in-person customer service as well as a variety of Public Safety Department administrative responsibilities. Hiring Pay Range = $28.48 - $36.05 per hour Full Pay Range= $28.48 - $39.87 per hour
ESSENTIAL DUTIES AND RESPONSIBILITIES
: Individual job duties will vary based on work assignment. Provide exceptional customer service to a wide variety of internal and external customers including residents, crime subjects, crime victims, witnesses, patients, hospitals, legal partners, governmental agencies, and City of Woodbury staff. Work in a cooperative and professional manner; demonstrate a positive, courteous, helpful, and business-like attitude; demonstrate commitment to the organization, initiative, dependability, maturity in relationships with others, and self-confidence. Review, analyze, process, and provide quality assurance on complex police, fire, and/or EMS reports. Provide quality assurance of National Incident Based Reporting System (NIBRS) entries. Enter, remove, run and validate National Crime Information Center (NCIC) hot files. Conduct background checks, interpret results, and make recommendations in compliance with city ordinance and state statute. Prepare response to prosecutorial, public, and private data requests in accordance with data practices and records retention laws. Answer multi-line telephone and provide information within scope of responsibility, referring calls to other parties as appropriate. Provide administrative support to the Community Support Unit (CSU), including reviewing, analyzing, assigning, and summarizing a variety of calls to public safety based on criteria that services the mission of the unit. Also, develop a working knowledge of the appropriate resources to connect clients to support. Manage workflow to CSU so that cases are filtered appropriately. Fingerprint residents upon request. Handle urgent and routine matters within established policies and procedures. Data entry and quality assurance in records management systems. Maintain up to date and accurate filing system of reports, records, and forms. Process training registration and maintain training files. Process requests for various licenses and permits. Prepare documents using Microsoft Word and Excel. Sort and distribute incoming mail. Maintain strict confidentiality. Fosters an inclusive work culture and advances the City's diversity, equity, and inclusion goals. Maintain and foster an environment which exemplifies the City's Exceeding Expectations philosophy ( professional, responsive, leaders ). Other duties as assigned.
MINIMUM QUALIFICATIONS
: Associate's degree in a related field. Five years' administrative support experience. Intermediate working knowledge of Microsoft Office products. Two years' customer service experience.
PREFERRED QUALIFICATIONS
Experience with National Incident Based Reporting System (NIBRS) Experience as a certified
BCA MNJIS
operator Experience with Central Square Police Records Management System Administrative support experience in government, criminal justice, or related field. Proficiency in a second language.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be added to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is required to sit approximately 80% of regular workday. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee will be exposed to office conditions. The noise level in the work environment is usually moderately quiet.
