CITY OF COLVILLE JOB DESCRIPTION POLICE DEPARTMENT TITLE: ADMINISTRATIVE ASSISTANT FLSA STATUS: Non-Exempt
GENERAL DESCRIPTION: This position performs administrative/secretarial duties for City Law Enforcement services. With delegated authority, performs duties and/or provides and coordinates administrative support functions of a substantive, professional nature. REPORTS TO: SUPERVISES: Police Captain None
ESSENTIAL FUNCTIONS: ♦ 20%…Answers the phone and greets public for emergency and non-emergency requests for services. ♦ 10%…Instructs and directs a part-time clerical employee. ♦ 5%…Assists officers in obtaining statements from victims, witnesses, or suspects. ♦ 5%…Prioritizes complaint information and dispatches appropriate officer through radio communication. ♦ 5%…Assigns case numbers, processes, and maintains investigative case files, complaints, citation, and reports on a daily basis; and indexes and maintains all related form files for approximately 400 cases per month. ♦ 5%…Delivers case files and reports to the appropriate court or judicial department on a daily basis. ♦ 5%…Typing duties include: o Case log sheets and card index of case histories; o Transcribes officer’s reports, interrogations, statements, correspondence, and other subject matter, as needed. o Data entry into Police Computer Records Program.
Revised 4/16/04
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♦ 5%…Bookkeeping and payroll duties include: o Assigns, tracks, and completes purchase orders for approval; o Prepares and types monthly vouchers for payment; o Maintains ledger books and keeps accurate records of department’s budget; Computes, prepares, and submits monthly department time sheets for payroll for thirteen employees. ♦ 5%…Retrieves and distributes incoming and outgoing correspondence on a daily basis. ♦ 5%…Monitors office supplies and equipment; orders as approved by the Chief of Police. ♦ 5%…Complies, prepares, and submits monthly Uniform Crime Reports for FBI, and Quarterly Statistics Report for City Council and other law enforcement agencies. Researches and complies other crime statistics for other reports as required. ♦ 5%…Assists Chief of Police in researching data for yearly budget preparations. ♦ 5%…Assists Chief of Police in applying for grants for various Criminal Justice Programs. ♦ 5%…Fingerprint citizens as requested. ♦ 5%…Processing Concealed Pistol Licenses to include having the applicant fill out an application, running a Criminal History Background Check on the applicant, fingerprinting the applicant, sending fingerprints to Washington State and FBI, and then issuing the license. ♦ 5%…Secretarial duties for the Animal Control/parking Enforcement Department as follows: o o o o o o o Monthly payroll Purchase orders Process vouchers Track citations Monthly billing for the Dog Pound Correspondence to citizens regarding parking tickets Tracking statistics for quarterly report.
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EDUCATION AND/OR EXPERIENCE: High school diploma, G.E.D., vocational school or the equivalent. Minimum three (3) years experience in office procedures, organizational skills, general ledger bookkeeping and knowledge of computer usage, preferably in the Windows/Microsoft environment. After appointment, the employee will be required to attend and successfully complete the Washington State Criminal Justice Training Commission “Law Enforcement Records” course or the equivalent curriculum. Attend work-related courses as assigned by the Chief of Police. Type fifty-five (55) net words per minute. Demonstrate knowledge, abilities, or experience in: -Ability to become knowledgeable of City Ordinances and Washington State Laws. -Working with little or no supervision. -Maintaining confidentiality at all times. -Use of all peripheral office equipment. -Good organizational skills. -Effective and efficient communication skills such as are necessary to understand the nature of the call for service, and quickly and appropriately rephrasing for dispatch to officer. -Maintaining impartiality and composure when dealing with upset or verbally abusive complainants. REQUIREMENTS, CERTIFICATIONS, AND LICENSES:
Valid Washington State Drivers License
WORKING CONDITIONS: Majority of the duties performed by this individual will take place indoors on City property. While performing the duties of this job, the employee must be able to sit or stand for long periods of time, and is frequently required to use hands and fingers to handle objects or controls and reach with hands and arms, talk or hear. Employee is occasionally required to stoop, kneel, twist, crouch, or crawl. The noise level in the work environment is usually minimal with occasional exposure to loud noises.
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The employee is in some danger of injury of physical harm due to the nature of the criminal clientele that may call upon the department for service, or be in custody within the working areas of the department. Employee is frequently in an environment where firearms and other dangerous weapons are present and, therefore, exposed to increased risk of injury. The employee may occasionally lift or move up to 40 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus. REVIEWED BY:
Richard Nichols, Mayor
Date
Holly Pannell, CMC City Clerk/Human Resources Manager
Date
Revised 4/16/04
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