Crookston Police Department Administrative Assistant
POSITION SUMMARY
The Administrative Assistant has primary responsibility for managing the daily operation of the Police Department office. The Administrative Assistant handles private and confidential government data and must have a thorough understanding of both state and federal data practice laws. The Administrative Assistant must have good communication skills both verbal and in writing and be able to meet with and handle department clients in a tactful and respectful manner. The Administrative Assistant must be familiar with and able to use a variety of office equipment and programs including audio transcription devices, computers, printers, fax and telephone systems.
I. ESSENTIAL DUTIES AND RESPONSIBILITIES
A. Opening and closing the office.
B. Tactfully and courteously answer all incoming telephone calls, correctly route messages, and general operation of the telephone system.
C. Function as the primary receptionist for all walk-in customers and complainants.
D. Radio and computer aided dispatching.
E. Review and organize daily police reports and related documents and prepare for distribution to the appropriate prosecuting agency.
F. Serve as TAC (Terminal Agency Coordinator) for state CJIS purposes including CJIS data entry, data transfer to state and federal agencies, monitoring of incoming teletype messages, and management of criminal history data.
G. Properly fulfill the requirements for the National Incident Based Reporting System(NIBRS) including any Crime Reporting System (CRS) and/or BCA errors and unknown or questionable data.
H. Properly complete monthly and annual SRS audit reports.
I. Processing all incoming and outgoing mail, including official e-mail.
J. Manage department accounts receivable, petty cash and financial records.
K. Manage the issuance of dog and cat licenses and maintain animal records.
L. Management of department forms, inventory, and office supplies.
M. Transcribing various audio and video recordings.
N. Properly process all data requests including preparation and redaction.
O. Prepare and disseminate information to the local press and other media.
P. Manage the department records management system and train staff.
Q. Maintain a system for archiving old case files including any digital and physical items.
R. Maintain a system for recording the seizure of property; specifically forfeited items to include motor vehicles.
S. Manage a system for recording parking violations including the proper follow up for non-payment of fines.
T. Maintain a system for recording all department personnel training files.
U. Process requests for permits to purchase a firearm.
V. Process background checks as necessary and required.
W. Research and prepare statistical analysis of data on crimes, victimization or other law enforcement information.
X. Perform all duties as directed by the Chief of Police or his designated authority.
Y. Perform other related tasks as may be directed by any qualified city officials.
II. KNOWLEDGE, SKILLS AND ABILITIES
A. Requirements Involved:
1. Equipment requirements:
a.) Must be able to operate a computer proficiently.
b.) Must have thorough knowledge and skills to operate general office equipment such as computer, copy machine, fax machine, etc.
c.) Operate the telephone and radio systems.
2. Other Requirements:
a) Ability to deal tactfully and courteously with the public, City and County officials and other employees, in person and on the telephone.
b) Have a good working knowledge of modern office practices and business English, spelling and arithmetic.
c) Ability and willingness to make relatively complex mathematical computations using a calculator.
d) Ability and willingness to learn assigned tasks, to adhere to prescribed routines.
e) Ability and skill to type reports from written and audio transcripts.
f) Must be familiar with City safety rules and safety handbook.
g) Must be familiar with City personnel policies and personnel handbook.
h) Ability to clearly communicate using the current radio system.
3. GED Requirements:
a) Mathematical development (GED level 2): Must be able to multiply, divide,use fractions and read graphs.
b) Language Development (GED level 3): Must be capable of reading and understanding directions and instructions for materials and equipment and read and understand textbooks. Must be able to write reports with proper grammar and speak correctly in public.
c) Reasoning Development (GED level 4): Must be able to interpret instructions and use logic to solve concrete problems.
B. Schedules and Other Conditions:
1. Ability to work long hour when required or necessary.
C. Physical Demands:
1. Vision: Normal vision needed with or without correction. Requires both near and far acuity.
2.Hearing: Normal hearing needed. May for time to time, because of emergency requirements, need to distinguish between sounds in the environment and background noise and directions with conversation.
3. Speech: Must be able to communicate effectively with others.
4. Lifting Needed: May be able to lift small loads on occasion or able to make arrangements for lifting.
5. Walking/Mobility Needed: Must be able to move about with or without help.
6. Hands and Arms: Must be capable of reaching (extend the hands or arms in any direction); handling (seizing, holding, grasping, turning, or otherwise working with the hands); fingering (picking, pinching, or otherwise working with the fingers); and feeling (perceiving attributes of objects such as size, shape,texture, or temperature by means of receptors in skin, particularly those of the fingertips).
III. ENVIRONMENT
A. Primary: While working in the office environment, must be able to perform duties and spend long hours with office type noises, including computer noise, telephones ringing regularly, and conversation by several employees and the public that can, from time to time be annoying or somewhat loud and distracting. Temperature fluctuations can sometimes be experienced in the office environment.
B. Secondary: May from time to time encounter unusual situations, distracting commotion, and traffic that interferes with effective production.
IV. MINIMUM REQUIREMENTS
A. High school diploma or GED equivalent.
B. Two years progressively responsible experience in computer entry and/or word processing.
V. DESIRABLE QUALIFICATIONS
A. Two years of previous office experience.
B. Previous office experience with a police department.
C. Experience with computers and/or data entry systems.
D. Two years experience with data processing criminal justice information systems and retrieval procedures.
E. One year of Vocational/technical or Business College in secretarial training.
How to Apply?
Interested individuals may obtain applications at Crookston City Hall (124 N Broadway), by emailing hr@crookston.mn.us, or calling (218) 281-1232, Monday – Friday between 8:00 a.m. and 4:30 p.m.
Submit Resume and completed Employment Application to Human Resources:
- Email: hr@crookston.mn.us,
- Mail or Drop Off: City of Crookston, Attn: HR, 124 N Broadway, Crookston, MN 56716, or
- Fax: (218) 281-5609
- Position open until filled.
NON-DISCRIMINATION POLICY The City of Crookston does not discriminate on the basis of handicapped status in the admission or access to, or treatment, or employment in it’s programs and activities. AA/EOE
