Part-Time Administrative Assistant

Job Title:

Part-Time Administrative Assistant

Department:

Police Department

Location:

Danville, IN

Reports to:

Police Chief

Salary:

$15.45-$20.60

Type of Position:

Part-Time/Hourly

Hours:

29 hrs./wk.

Overtime:

NA

Link to Job Description

Nature of Duties:

The administrative assistant performs skilled administrative work in the processing, maintenance 
and disposition of documents pertinent to the Records Section of the Department. Direct 
Supervision is received from Assistant Chief and Chief of Police.

Typical Duties:

• File all paperwork dealing with each case taken by the Department. This paperwork may 
  deal with the court disposition, seized property, impounded vehicles, and letters from 
  attorneys, etc. 


• Maintain criminal and civil records pertaining to police officers’ daily activities for the
  department. 


• Responsible for case management of each case filed, to include modifying, updating,
  inventorying cases in the computer system. 


• Provide necessary paperwork and/or photographs to requesting Prosecutor’s or Coroner’s
  office. 


• Enter warrant information into the in-house computer system.


• Provide information regarding impounded vehicles and property to owners.


• Supply officers with necessary case files for court.


• Ensure juvenile files are separated and secure from adult files.


• Mail DUI paperwork to the State of Indiana when appropriate.


• Fax daily activity logs to other Hendricks County police agencies and to the news media.


• Answer and direct incoming phone calls on the administrative phone lines.


• Greet visitors, maintain good public relations with citizens, and provide general information to the public regarding department policies and procedures, and assist the public with acquiring police records and accident reports.


• Assist residents who are applying for handgun permits, to include fingerprinting, permit 
  receipt, limited background check, electronic transmittal of application, and mailing hard 
  copy of application with applicable fees to the State of Indiana.


• Provide resource information, such as address locations, and any other public requests for
  assistance, including Notary Public services.


• Accountable for the monies received, on a daily basis, to include reports and preparation
  of daily deposits.


• Serve as receptionist for the Danville Police Department.


• Submit the UCR report each month to the FBI.


• Submit to the Auditor's Office each month a request for law enforcement fees paid by
  violators through the court system.


• Re-stock office supplies, i.e., paper, toner, etc., when needed.


• Conduct limited criminal background checks for the military and businesses.


• Lock main entrance doors at closing time, securing Records Storage area, and
  fingerprinting equipment.


• Personal Conduct - Display conduct on and off duty that holds a positive and professional
  image within the department and the community. Abide by the Police Officer Code of 
  Ethics and Canon of Ethics.


• Adhere to the rules and regulations of the Danville Police Department.


• Other Duties - The Records Clerk is to serve at the will of the Chief of Police to oversee
  and assure completion of any and all projects and assignments designated by the Chief of 
  Police.
  

Knowledge, Skills and Abilities:

Knowledge of records management principles, methods, procedures and techniques. Knowledge 
in the use of computers. Ability to establish standards, procedures and techniques for the effective 
management of police records. Ability to supervise and provide training for others. Ability to 
establish and maintain effective working relationships with the general public. Knowledge of 
Business English, grammar and spelling. Ability to type.

Eligibility Requirements:

High School diploma or equivalent. Three years of progressively responsible experience in the 
management of public records preferred.

Cause for Removal:

The Administrative Assistant serves at the will of the Danville Metropolitan Police Department 
Police Chief.