Police Department - Police Department Clerk

Administrative Assistant – Police Department

Department: Police Department
Status: Non-Exempt
Reports To: Chief of Police

Position Summary
Provides administrative and technical support to the Police Department by processing reports and records, maintaining department files, coordinating office activities, and delivering professional customer service to the public.

Essential Duties and Responsibilities

The following duties are representative of the position and are not intended to be all-inclusive. Additional duties may be assigned.

• Customer Service & Office Support
• Answer telephone calls, respond to public inquiries, and assist visitors at the service counter.
• Receive, sort, and distribute incoming mail, faxes, and messages.
• Maintain the Chief of Police's calendar, schedule appointments, and coordinate meetings and interviews.
• Compose letters, memoranda, administrative orders, and other correspondence for the Chief of Police.
• Perform general office support and administrative duties as assigned.

Records Management

• Process documents in CARE, Lotus, RMS, and other department systems, including:
• Fugitive reports
• Evidence sheets
• Related departmental files
• File, scan, and enter police records and documents, including:
• Original police reports
• Supplemental reports
• Memoranda
• Attachments
• Teletypes
• Maintain police reports, arrest logs, statistical reports, memoranda, and department records according to established retention schedules.
• Maintain accurate electronic and paper filing systems.

Records Requests

• Locate police and arrest records for authorized agencies, organizations, and individuals.
• Prepare copies of records, collect applicable fees, and distribute records by mail, fax, or other approved methods.
• Ensure compliance with applicable open records laws and departmental policies.

Police Support Functions

• Process incoming subpoenas and notify officers as required.
• Process and maintain:
• Tow Release Reports

Additional Responsibilities

• Maintain confidentiality of sensitive information and department records.
• Assist with special projects and administrative assignments.
• Perform other duties as assigned.

Minimum Qualifications

• High school diploma or equivalent required.
• Working knowledge of Microsoft Office applications.
• Administrative, clerical, records management, or law enforcement experience preferred but not required.
• Successful completion of a criminal background check.

Knowledge, Skills, and Abilities

Knowledge

• Department policies, procedures, and administrative practices.
• Standard office procedures, equipment, and records management.
• Microsoft Office and other office software.
• Business English, spelling, grammar, and basic mathematics.
• Records retention and confidentiality requirements.
• Applicable open records laws and related regulations.

Skills

• Customer service and public relations.
• Office organization and records management.
• Data entry with strong attention to detail.
• Written and verbal communication.
• Time management and prioritization.
• Preparing accurate reports and correspondence.

Abilities

• Work independently with minimal supervision.
• Organize multiple assignments and meet deadlines.
• Maintain accurate and confidential records.
• Follow written and verbal instructions.
• Build positive working relationships with employees and the public.
• Exercise sound judgment and professionalism.
• Adapt to changing priorities and stressful situations.
• Maintain confidentiality regarding sensitive information.
• Work accurately with close attention to detail.
• Work the assigned schedule and hours.

Physical Requirements

This position is primarily sedentary, requiring occasional lifting of up to 10 pounds and, at times, up to 50 pounds. Duties may involve:

• Sitting, standing, walking
• Stooping, reaching, pulling, and lifting
• Repetitive hand movements and keyboard use
• Speaking and hearing
• Close, distance, and peripheral vision
• Depth perception and the ability to adjust focus

Work is performed primarily in an office environment under generally comfortable working conditions.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position in accordance with the Americans with Disabilities Act (ADA).