Records Secretary

Department/Division: Police Department

Job Type: Full Time

Pay: $19.00 Per Hour

Position Summary

Under the administrative direction of the Police Chief or designee, this individual must have the ability to perform a variety of secretarial and clerical duties that require the knowledge of the daily departmental operations of the Police Department; create and maintain reports on a personal computer; type and proof a variety of materials, assist Police Chief or designee in the collection of various materials and data for special reports or special projects, establish and maintain confidential files, compose correspondence; handle telephone and walk-in inquiries, and have the initiative and ability to use independent judgment and work efficiently with minimal supervision.

Essential Duties and Responsibilities

• Perform a variety of secretarial and clerical duties for the Police Chief or his designee.
• Process all tows and abates. Collects fees for tow releases.
• Assists the abate officer with posting nuisance vehicles.
• Conducts NIBRS reporting.
• Conducts or collects information for grant reporting.
• Files training records and prepares FTO manuals.
• Assist with social media posts for walk-in deliveries.
• Screen and place calls, monitor and follow up on messages, and refer callers to appropriate parties.
• Receive, welcome, and assist the public or refer to appropriate parties.
• Enter daily tickets into the IDOT website for the racial profiling study.
• Assist with preparation and work at National Night Out and Citizens' Police Academy.
• Sort and distribute mail.
• Handle cash and make monthly deposits.
• Type labels, letters, envelopes, and other office documents.
• Operate computer, typewriter, calculator, dictation equipment, copy machine, fax machine, and related
  office equipment.
• Serve as backup and assist with payroll as needed.
• Assist other secretarial staff with their assignments in their absence or as needed.
• Perform all other duties as assigned.

Supervisory and Administrative Responsibilities

• Knowledge of proper telephone etiquette and ability to effectively communicate in a courteous, tactful, and diplomatic manner.
• Ability to prepare and compile departmental data for use in various types of reports.
• Ability to work independently, confidentially, and efficiently without direct or continued supervision.
• Ability to maintain effective working relationships with the general public and fellow employees.
• Ability to type a minimum of 55 (net) words per minute.
• Ability to operate standard office machines accurately and efficiently.
• Regular job attendance.
• Requires proficient knowledge of computers, specifically the Windows Operating System, and computer programs, such as Microsoft Office, Excel, Word, the Internet, and e-mail programs.

Qualifications

Education

• Requires knowledge, skill, and mental development equivalent to the completion of four years of high school.
• Requires the ability to pass the Adult Basic Education Test.
• A two-year degree in Secretarial Science or a directly related field is desirable.

Experience

• Minimum of two years of responsible secretarial experience, including general clerical skills, typing, and computer knowledge.
• Ability to handle multiple tasks.
• Ability to organize duties and produce results in a timely manner.
• Excellent communication skills, written and verbal.
• Requires strict confidentiality in daily duties.
• Ability to successfully pass a background security and credit check.
• Extensive knowledge of modern office procedures and practices.

Work Schedule

Working shift is from 8:00 a.m. to 5 p.m., Monday through Friday with a one (1) hour lunch period, forty (40) hours per week. Overtime is required occasionally. 

Physical Requirements

• Occasional walking, reaching, bending, and lifting or carrying objects under 25 pounds requires the ability to sit for extended periods of time.
• Use written sources of information, e.g., read reports, procedural documentation, and reference materials.
• Perform detailed work requiring visual acuity.
• Use verbal auditory sources of information, e.g., telephones, when communicating with the public.

Work Environment

Inside an office setting.

Residency Requirement

All City Employees are required to reside within Jefferson County or one of the following adjacent counties: Franklin, Hamilton, Marion, Perry, Washington, or Wayne.

Additional Information

 FSLA Classification

Non-Exempt

Pay Schedule

Biweekly (every other Friday)