### General Purpose
Performs full performance administrative and public contact work in the Police Department. Manages the FATPOT data and case reports.
Reporting Relationships
Supervision Received: The Police Administrative Assistant II works under the general supervision of the Office Manager and Police Chief.
Supervision Exercised: N/A
Essential Functions
Spillman: Process, troubleshoot problem reports and finalize all Spillman Criminal, Officer Information, Supplemental reports, Citations, Accidents, and Vehicle impound reports for all members of the department. Utilizes excellent customer service, communication, and problem-solving skills to ensure the courts and all related individuals receive critical case information in a timely manner.
Spillman "Super User": Set Up, add and removal of employees to use the Spillman system; Communicate with Spillman company to troubleshoot various problems with the Spillman system on behalf of members of the police department. Generate statistics when requested.
NIBRS: Prepares and submits electronically to Local, State, and Federal authorities; prepares monthly crime reports for submittal to the Bureau of Criminal Identification (BCI) via FATPOT system; reviews for accuracy and completeness of both major and routine police reports and citations; corrects such items as needed to be acceptable for release.
Court Liaison: Court contact for case information, Coordinates court processes; controls the paperwork, tracks court activities such as public and officer paper service for the police department; Coordinates with the Administrative Assistant II - Evidence for the proper release, handling of evidence and other properties for court cases.
Communication: Assist law enforcement agencies with various email/phone requests associated with criminal and arrest records; Provide requested documents in a timely manner. Type general correspondence and internal record keeping documents including, but not limited to maintaining a digital file of the Memo/General Order file for all years; performs a variety of complex and routine clerical and administrative tasks.
Expungement: Processes "Orders for Expungement" by taking necessary steps in the FATPOT system of eliminating the record, and the file copy of the order in filing system.
TAC/ALT TAC (Back Up Terminal Agency Coordinator): Dissemination, privacy, security of all UCJIS files. Management of Agency Agreement, user and non-user agreements, ORI Validations, background checks and fingerprints, creating and deleting logins, training, testing, audits and attending TAC conference when needed.
Grand County Animal Control Billing: Tracks and records cases pertaining the Grand County Animal control. Creates invoice to Grand County for animal control issues in County jurisdiction every six months.
Customer Service: Backup for the Administrative Assistant II - Evidence for communication systems; receiving, handling and directing telephone calls; receiving and directing public in the office; provides routine information to the public, and other entities and agencies. Performs related duties as assigned or required.
Weekly Media Report Preparation: Review of weekly cases to determine appropriateness for media review. Prepare cases that have been determined eligible for release and review of media.
Certified Records Officer: Responds to basic Government Records Access and Management Act (GRAMA) requests from all legal recipients by assuring that the record is accurately classified and released accordingly. Manages the State Archives records utilizing Google Docs. Requests and manages the transportation and return of State archived records.
Assist the Office Manager and Chief of Police and members of the police department with various tasks as required/requested. Functions and performs duties of Administrative Assistant I & II, upon the absence or vacancy of thi position.
Minimum Qualifications
Education and Experience
- Associates Degree in a related field; and
- Three (3) years of experience performing a variety of clerical duties; or
- An equivalent combination of education and experience.
Knowledge Of
Required Knowledge, Skills, and Abilities
- Standard budgeting, recordkeeping, electronic paperless filing and purchasing practices and procedures.
- Correct English usage including spelling, grammar, and punctuation
- Office administration practices and procedures.
- Advanced uses of word processing, spreadsheet, database, and other standard software to create documents and materials requiring the interpretation and manipulation of data.
Skill In
- Organizing documents for Courts; and
- Exceptional Attention to details and awareness of target dates is necessary as this position provides the Courts with time sensitive critical case information; and
- Communicating effectively orally and in writing.
- Attention to detail and awareness of target dates is necessary as this position provides the Courts with time sensitive critical case information.
Ability To
- Focus on deadlines.
- Provide excellent customer service.
Work Environment and Physical Demands
This position normally works in a safe, climate-controlled environment. Tasks may entail muscular strain, including walking, standing, stooping, sitting, reaching, and lifting up to 25 pounds. Talking, hearing, and seeing are essential to performing job requirements.
Common eye, hand and finger dexterity is required for most essential functions.
While performing the duties of this job, the Administrative Assistant II will use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with city staff, customers, the public and others encountered in the course of work.
Selection Guidelines
A formal application and resume are required; finalists will interview with the appropriate hiring authority as designated by the city council. Applicant must pass a pre-employment drug test and background check, and upon employment, must possess a valid Utah driver\'s license.
