This position is responsible for a wide variety of general and/or specialized office support, clerical, and technical work supporting the Police Department. Work consists of collecting, recording, transcribing, maintaining, editing, and retrieving confidential law enforcement data and information; performing a variety of recordkeeping functions, including processing police reports; receiving and providing assistance to the public at the front counter and over the telephone; and providing supplementary support and assistance to other activities of the Police Department.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Assists with Police file and record management including their destruction and transformation to micro imaging; scans reports; assists in the implementation of file record management systems and programs.
• Assists other departmental and City personnel with administrative and office support functions, provides materials to other agencies; maintains accurate records; maintains various logbooks; receives packages and opens and distributes mail.
• Collects funds for reports, vehicle releases, case reports, and other matters; maintains appropriate ledgers; prepares and issues receipts.
• Communicates with other departmental staff on a variety of requests.
• Verifies documents for vehicle releases; runs various records for background checks; runs arrestees and suspects for warrants, driving records, and criminal history; assists officers with RMS checks.
• Performs other duties as assigned.
• Files and retrieves materials and data from department computerized and manual filing systems; maintains the department's filing system.
• Types correspondence, reports, forms, and other confidential and specialized documents from drafts, notes, dictated tapes, or brief instructions; composes letters and other documents as necessary.
• Processes case reports including citation amendments, Department of Motor Vehicle paperwork, domestic violence reports, and traffic accidents; prepares all reports, including both misdemeanors and felonies; processes all report to be forwarded to proper individual or agency.
• Compiles data for daily, monthly, and annual reports; responds to information requests and prepares reports for distribution.
• Processes external mail as well as inter-departmental City correspondence.
• Coordinates services with outside vendors.
• Assists, provides information, and responds to questions and concerns from the general public, departmental staff, and other agencies in person and by telephone; answers and responds to calls on multiple phone lines; forwards calls to appropriate personnel; takes and provides phone messages.
• Photocopies and distributes crime, incident, arrest, and accident reports to the general public and various agencies.
• Performs a wide variety of technical and clerical law enforcement support duties related to collecting, recording, transcribing, maintaining, processing, editing, retrieving, and distributing technical and confidential law enforcement data and information, including police reports, citations, warrants, protective order, and subpoenas.
• Enters, maintains, and retrieves data, reports, and information into and from a variety of automated law enforcement records systems, including a Records Management System (RMS).

Knowledge, Skills, and Abilities required by the position.

• Ability to work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Excellent written and verbal communication skills; Proficient mathematical skills.
• Knowledge of the operation of a variety of tools and equipment.
• Ability to maintain an organized office environment.
• Ability to read, understand, and review documents for accuracy and relevant information.
• Excellent customer service skills.
• Ability to exercise good judgment in maintaining critical and sensitive information, records, and reports.
• Ability to deal successfully with the public, both in-person and over the telephone.
• Ability to understand, interpret, and apply general administrative and departmental policies and procedures.
• Ability to understand the organization, operation, and services of the City, the Police Department, and outside agencies as necessary to assume assigned responsibilities.
• Skilled in using a variety of computer programs Microsoft Word; Excel, PowerPoint, Outlook for administrative functions.
• Ability to courteously respond to community issues, concerns, and needs.
• Ability to compile, maintain, process, and prepare a variety of records and reports.
• Knowledge of modern office procedures and equipment.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to meet critical deadlines.
• Ability to perform record searches quickly and accurately.
• Ability to operate specialized automated law enforcement information systems including Police computer systems to access and maintain data.
• Ability to compile data and write clear, concise reports.
• Ability to establish and maintain effective working relationships with those contacted in the course of work.
• Ability to use applicable office terminology, forms, documents, and procedures in the course of the work.
• Ability to operate and use modern office equipment including a computer and various software packages.
• Ability to type and enter data accurately at a speed necessary for successful job performance.
• Ability to understand and follow oral and written instructions.
• Ability to use sound judgment in following and applying appropriate laws, regulations, policies, and procedures.
• Ability to organize and prioritize work assignments.

High school diploma or equivalent required; Associate’s degree or two (2) years of college or technical coursework preferred; one (1) year administrative work experience preferred; Any equivalent combination of education, training, and experience which provides the knowledge, skills, and abilities for the job may be considered in lieu of educational requirement; valid Georgia Driver’s License; successfully pass pre-employment medical and drug screen; satisfactory motor vehicle record (MVR); and acceptable background investigation.