Administrative Assistant-Police

Administrative Assistant-Police (Full-Time)

ORGANIZATION AND AREA INFORMATION: Nestled in the central part of Southeast Arizona’s Gila Valley, the City of Safford is a thriving rural Arizona City. With a population of just over ten thousand, it is the largest municipality in Graham County. Incorporated as a town in 1901 and becoming a city in 1955, Safford has become the major hub for Southeast Arizona.

The City of Safford as an organization has multiple different departments and over 230 staff members including full time employees, seasonal employees, volunteer firefighters and council members to staff all the different positions at the City. The City also provides all utilities for its residents and other residents in surrounding areas. In addition to the major utilities of gas, water, electric, sewer, and sanitation, the City has a landfill and airport that service the county.

SUMMARY: Under general supervision, performs administrative office coordination and law enforcement support work such as collecting information and evidence and maintaining records and files.

DISTINGUISHING CHARACTERISITICS: This is a single job class. This position reports to the Executive Assistant to the Chief of Police or Chief of Police.

ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Conducts a variety of special projects and assignments involving programs, systems, operations, special needs, issues or activities of the assigned department(s). Researches, analyzes and prepares recommendations or conclusions on assigned projects.
• Organizes and coordinates office functions, activities and communications with departmental and City staff as well as citizens, community businesses and agencies and other outside organizations.
• Prepares reports, charts, graphs, presentations or other documents. Assures the proper review, routing and completion of department(s) paperwork. Maintains department(s) records such as attendance, payroll, and financial documents.
• Provides staff support and administrative assistance to boards, committees, or commissions; attends and records meetings and types meeting minutes; prepares reports, agendas, correspondence and other materials as appropriate and according to decisions and approved actions.
• Researches, analyzes and prepares information on a variety of topics for dissemination to the public through the media, conference presentations, community meetings and City communications.
• Interacts with visitors and the public by phone; provides information, receives and processes requests and complaints and routes individuals to proper department or individuals as appropriate.
• Maintains, preserves and catalogs criminal evidence. Ensures integrity of evidence and chain of custody by maintaining database, physically processing and storing evidence.
• Packages evidence for delivery to crime laboratories or storage and receives and stores evidence from crime labs. Destroys impounded property/evidence as required by law or regulation.
• Maintains and records digital photographs of crime scenes, victims and other subjects as directed.
• Maintains records of Sex Offenders and prepares and sends notifications and evaluations of the Offender to the community.
• Enters, retrieves, updates and accesses information using local crime computer and national/state crime computers (ACJIS and CARNAC). Maintains Officer personnel training records of ACJIS Operator Certification.
• Disseminates criminal and civil records, prepares correspondence, and maintains files and forms needed by Officers. Orders and restocks forms and supplies for the department.
• Operates radio, receives telephone inquiries and refers individuals to appropriate agencies.
• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

Education, Experience, Certifications and Licenses:

• High School diploma or…