Records Secretary

Pay: $19.00 Per Hour

Job Type: Full Time

Department/Division: Police Department

HOURS OF WORK: 

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. Exemption Status: Non-Exempt

PAY SCHEDULE:

Paydays are every other Friday (biweekly) and shall compensate employees for work
performed during the 14-day period ending on the Sunday immediately before the payday.

WORKING ENVIRONMENT:

Inside office setting.

DISTINGUISHING FEATURES OF WORK:

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.

ILLUSTRATIVE EXAMPLES OF WORK:

• 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 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 post for walk-in deliveries.
• Screen and place calls, monitor and follow up on messages, refer callers to appropriate parties.
• Receive, welcome, and assist the public or refer to appropriate parties.
• Enter daily tickets into the IDOT website for racial profiling study.
• Assist with preparation and work at National Night Out and Citizen's 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.

EDUCATION:

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

EXPERIENCE:

• Minimum of two years of responsible secretarial experience, including general clerical skills, typing, and computer knowledge.
• Ability to handle multi-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.

SIGNIFICANT RESPONSIBLITIES:

• 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.

PHYSICAL:

• 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, reference materials.
• Perform detailed work requiring visual acuity.
• Use verbal auditory sources of information, e.g., telephones, communicating with the public.

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.