Police Administrative Specialist

Description

Performs skilled administrative support work entering a variety of police related data into computer system, reviewing reports for accuracy, preparing, and maintaining police records and files, receiving and processing incoming telephone calls, and related work as apparent or assigned. Work is performed with moderate supervision from the Police Administrative Supervisor. 

Essential Job Functions 

• Greets visitors; answers telephone; provides information; forwards call to appropriate party; assists the public with the completion of standardized records or documents; directs visitors to appropriate party. 
• Enter non-emergency calls answered during regular business hours into Computer Aided Dispatch (CAD) and coordinate with the shift supervisor to ensure sworn personnel respond appropriately. 
• Assists with the review and correction of all reports such as incident, arrest, supplements, and wreck reports for accuracy to ensure state requirements and departmental guidelines are met; ensures reports are sent to the NC DMV or the State. 
• Prepares and distributes daily reports; gathers statistical information for quarterly reports; Reviews various reports for accuracy and compliance with established procedures. 
• Enters, files, and maintains incident, arrest, accident, citation, warrants, juvenile and case sensitive records and reports; reviews a variety of logs, lists, and reports. 
• Receives, processes, and distributes mail and daily paperwork; prepares and mails correspondence. 
• Performs research on criminal histories and other DCI information as requested.  
• Serves as the agency Assistant Terminal Agency Coordinator (ATAC).  
• Serves as a backup systems administrator of a variety of software utilized by the department's staff daily and as a direct point of contact for staff of the police department. 
• Assists with the entry of data such as parking tickets, citations, and requests for residential/business checks. 
• Assists with providing general technical assistance to other staff on RMS; assists officers with reports and other system issues. 
• Performs quality control for RMS and verifies the information required by federal, state, and departmental guidelines is included in all officer reports; performs checks on names and vehicle files for correctness and to eliminate duplication. 
• Inventory office supplies and creates quarterly orders. 
• Assists as a point of contact for Human Resources related to employee issues, new hires, and other general questions. 
• Maintains case files for expungement. 
• Assists with the creation and composition of letters, brochures, etc.; proofreads and edits for outgoing public information. 
• Operates a variety of standard office equipment. 
• Assists with updates to the Police department's social media pages and website. 
• Regularly demonstrates the Town’s core values of respect, engagement, supportive work environment, communication, and service excellence.  
• Other responsibilities as assigned.   

Requirements

• Associate’s degree. 
• Moderate (1-3 years) moderate experience in administrative support work. 
• Ability to obtain D.C.I. certification within six months of hire. 
• Possession of an appropriate driver’s license valid in the State of North Carolina. 

Knowledge, Skills, and Abilities

• General knowledge of the practices and procedures of preparing and maintaining police records. 
• General knowledge of business English, spelling, and arithmetic. 
• General knowledge of modern record-keeping procedures and practices. 
• General knowledge of police and court forms, terminology, and records. 
• General knowledge of departmental and court programs, policies, and procedures. 
• Ability to perform a considerable volume of detailed record work. 
• Ability to maintain files. 
• Ability to type accurately and at a reasonable rate of speed. 
• Ability to operate general office equipment. 
• Ability to understand and follow instructions in both oral and written form. 
• Ability to establish and maintain effective working relationships with associates, vendors, other agencies, and the public. 

Physical Requirements

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel, reaching with hands and arms and repetitive motions and occasionally requires standing, walking, climbing or balancing, stooping, kneeling, crouching or crawling, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic). 

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as assigned to meet the ongoing needs of the organization. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.