Clerical Assistant II - Police Investigations Job Description

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CHARACTERISTICS OF THE CLASS

Under the general supervision of an Investigation Sergeant. This position performs a wide range of advanced clerical tasks which may require the application of some independent judgement and clerical knowledge. Work involves standard clerical duties including filing, typing, office machine operation, sorting, and posting. Work is reviewed by observation and for results obtained. Special operational skills will generally be acquired by on-the-job training. Performs other work as required.

 

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Acts as receptionist; receives and distributes information by telephone, letter, or by direct contact with the public; explains departmental programs.

Operates a variety of office equipment.

Types correspondence, memorandum, reports, records, orders, schedules, and other office documents.

Processes documents requiring procedural knowledge, maintains files, reviews documents for sufficiency, obtains required signatures, maintains follow-up, and sorts items for distribution and handling.

Performs other duties unique to the department, division or program that are not clerical in nature.

Transcribing dates of defendants, victims, and witnesses.

B. MARGINAL FUNCTIONS

Types and prepares for mailing all form letters for unassigned burglary cases sent from patrol.

Data loads field interrogation (FI) cards into computer.

Files all FI cards alphabetically as well as numerically.

Faxes information to other agencies.

Keeps all office supplies and materials readily available in division from Department supply closet.

 

REQUIREMENTS

A. TRAINING AND EXPERIENCE

Education equivalent to completion of the twelfth school grade, supplemented by courses in business office practices, and one year general office experience at the full performance level or any equivalent combination of acceptable education and experience.

B. KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of business communication.

Knowledge of 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 operate a variety of modern office equipment.

Ability to establish and maintain effective working relation- ships with other City employees and the general public.

Ability to type at the rate of forty-five correct words per minute desirable.

C. PHYSICAL AND MENTAL REQUIREMENTS

Read rough draft materials and compile documents that are grammatically correct as well as punctuated and spelled correctly.

Hear voices and conversations that are on cassette tapes that are sometimes garbled or indistinct.

Talk with people on the phone and in person.

Grasp papers and writing utensils and operate office equipment, i.e. three different computers, copy machine, fax machine, dictaphone, electric typewriter and telephone.

Bend, stand and reach periodically.

Stand for periods longer than 10 minutes but not to exceed one hour at one time.

Sit for periods longer than 30 minutes but not to exceed four hours at one time.

 

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 - 9/16/94