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Page 1 of 2 Unified Police Department Job Description Job Title: Office Specialist - Millcreek Reports To: Precinct Chief FLSA Status: Nonexempt Division/Department: Millcreek Pay Grade 19 JOB SUMMARY: Serves as secretary to the Precinct Chief; provides a broad range of office support for the Detective and Patrol Divisions and other Office Staff. ESSENTIAL FUNTIONS: Duties include, but are not limited to: • Assist and support officers, command staff and city officials as needed. • Act as a liaison between UPD divisions, County and City agencies, Community Councils and Community Action Board as assigned. • Maintain employee files, precinct contact lists, precinct organizational chart, manage employee transfer in/out paperwork, files and equipment inventory, etc. and posts/communicate changes to UPD departments. • Compose, format, and proofread correspondence, special orders, reports, schedules, job descriptions, confidential transcripts, and rosters. • Receptionist/customer service duties including answering phones, managing walk-ins and visitors. • Log and serve officer subpoenas, send to Fiscal as necessary. • Create office statistics, reports, and tracking spreadsheets as requested by supervisors. • Prepare/send outgoing mail and faxes. Distributes incoming mail, faxes, etc. Manages and responds to email. • Shreds documents and other items no longer needed as directed. • Knowledge of GRAMA-knowing what information may be given to the public when they call/come in regarding questions about their cases, etc. Send to UPD Records and record in RMS. • Empty Department Report box daily, send to UPD Records. • Purchase office supplies, department supplies and equipment. Track in WASP as necessary. • Coordinate office events, and room scheduling, facilitate administrative meetings, record and/or transcribe confidential information as requested, coordinate department bid meetings, holiday and retirement events. • Track employee training: registration, confirmations, tracking and payment for outside training. • Take complaints from the public and refer to appropriate resource. • Conduct BCI background checks for PIMS, in accordance with BCI policy. Add Witness Statements and verify all information before sending to the District Attorney’s office or appropriate court as needed. • Conduct RMS research. • Assist with department budget, make payments using department credit card, reconcile statements • Schedule building and office machines maintenance and repair • Maintain warranties, inspections, permit renewals, etc. for office equipment. • Enter bicycle licenses into RMS. • Prepares photocopies, distributes, and posts information as requested. • Manage Power Details and constant manning shifts, communicate with Lieutenant on staffing. • Coordinate Precinct Awards with Chief, Lieutenant and CAB Members. • Complete NCIC Validations sending letters when necessary. • Assist other personnel in preparation of reports of a confidential nature concerning investigations by department and/or personnel problems. • Provide civilian support for community events. • May use a wide variety of communications systems (radios, pagers, cell phones, email, etc.) to contact detectives and other employees as directed. ---PAGE BREAK--- Page 2 of 2 EXPERIENCE/EDUCATION REQUIREMENT: • At least 18 years of age • High school diploma or GED • Six months clerical experience. KNOWLEDGE, SKILLS AND ABILITIES Knowledge of: • Law enforcement operations • UPD policy and procedures • BCI Computer Network System • Business English • Spelling, grammar, and punctuation • Simple math (addition and subtraction) • Professional telephone etiquette • NCIC, OMS, RMS, WASP, and other LE systems • Microsoft Word programs Skills and Abilities to: • Type 30 wpm net. • Operate standard office machines, e.g., photocopier, fax machine (stand alone or computer-based), paper shredder, calculator. • Operate multi line telephone system. • Operate personal computer with Windows with advanced functions, Excel database software, Internet, and E- mail. • Follow written and oral instructions. • Demonstrate public relations skills. • Communicate, effectively with individuals of various social, economic, and ethnic backgrounds. • Work well with all levels of personnel. Display tact. • Develop and maintain files. • Work independently. • Maintain confidentiality. • Perform effectively under pressure. WORKING CONDITIONS AND PHYSICAL REQUIREMENTS • Able to sit and work at a computer keyboard for extended periods of time. • Able to perform general office administrative activities: copying, filing, faxing, using the telephone, and other tasks as assigned by Lieutenant and/or supervisor. • Able to lift and move up to 25 pounds occasionally. IMPORTANT INFORMATION REGARDING THIS POSITION None Revised Date/Consultant’s Initials: (mm/dd/yyyy, initials) Supervisor Approval: Date: HR Approval: Date: