Administrative Assistant I - Records Job Description

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CHARACTERISTICS OF THE CLASS

Under the general supervision of the Police Records Supervisor. This position performs a wide array of advanced clerical tasks which require the application of some independent judgement and office knowledge. Work involves standard clerical duties including typing on a computer keyboard, data entry, filing, office machine operation, maintenance of records, and checking the accuracy and completeness of various forms, reports, and documents. Assignments usually consist of statements of desired objectives. Work is reviewed by observation and for results obtained. Performs other work as required.

 

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Prepares and processes complete case packets and subsequent supplemental reports to transmit to the SAO (State Attorney’s Office). These reports are transmitted electronically and via interoffice mail.

Enter into RMS citations associated with cases sent to the SAO.

Prepares and processes non-transport juvenile and adult arrests to transmit to the Clerk of Court.

Assemble DUI packets for DUI arrests and transmit to the SAO and BAR (Board of Administrative Review).

Maintains various records, reports, and files.

Receives and dispenses information by telephone, e-mail or by direct contact with the public.
Copy reports for customers and officers, calculate charges, receive money, make change, and write receipts.May perform other duties unique to the department, division, or program that are technical in nature. Prepares and processes digital media for evidentiary purposes.

 

B. MARGINAL FUNCTIONS

Answers telephone and does customer service as backup for other Records Clerks.

Approve offense reports in ARS (Automated Report System) as need to submit cases to the SAO in a timely manner.

May be called on to fill in for the staff supervisor when needed.

Fill in at other desks as needed.

 

REQUIREMENTS

A. EDUCATION AND TRAINING

High School diploma or GED., supplemented by courses in business office practices, and two years general office experience at the full performance level or any equivalent combination of acceptable education and experience. Preferred knowledge of public records laws. Ability to type 35 cwpm. Typing test from Career Source Brevard must be submitted at the time of application. Must meet Melbourne Police Department background standards and meet Florida Department of Law Enforcement (FDLE) requirements.

 

B. KNOWLEDGE, SKILLS, AND ABILITIES

Data entry experience.

Ability to operate and have extensive knowledge in the use of office equipment; i.e. computer, copy machine and telephone.

Customer service experience.

Knowledge of current office practices, methods, and procedures.

Knowledge of business English, spelling and arithmetic.

Ability to maintain records and to prepare reports from such records.

Ability to understand and communicate the policies, procedures, and services of the department, division, or program.

Ability to learn computerized records management system.

Ability to establish and maintain effective working relationships with others to include the governmental agencies that we serve.

Ability to type with speed and accuracy. The typed work is on a computer.

Ability to learn and retain instructions about the eligibility of documents and information for public releases.

Ability to remember numerous details and quickly re-call essential information.

Ability to discern several conversations simultaneously, disseminate appropriate information, prioritize actions and respond in an effective manner.

 

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear, understand, and speak to people in a normal tone of voice, in person and on the phone.

Ability to assist customers in a controlled, calm, and helpful manner.

Write legibly.

Read, sort, and annotate reports.

Punch holes in reports.

Ability to enter information into a computer using a keyboard, and reading a screen.

File numerically and alphabetically.

Handle money, calculate charges, make change and write receipts.

Retrieve files from overhead and floor level.

Manual dexterity to sort through and file large quantities of paperwork.

Ability to remain standing or sitting for periods in excess of thirty minutes.

Ability to carry items which may weigh between one (1) and fifteen (15) lbs. for a distance of ten feet or less.

Ability to bend, squat or stoop to retrieve items from floor level.

Ability to lift items one (1) to fifteen (15) lbs. to shoulder height.

Reach to open and close counter windows.

Load copier with paper and toner, and remove paper jams by bending, kneeling, and reaching.

Calculate numbers.

Use copier, telephone, calculator, and FAX machine.

Learn complex tasks and remember how to complete tasks once trained.

 

THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION. WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.


Revision Date - 3/28/16