JOB SUMMARY

This position provides administrative and customer service support for Police Department front desk operations and processes open records requests, including records review and redaction. Staff Assistants may have a primary assignment but are cross trained to provide coverage in both areas.

ESSENTIAL FUNCTIONS

· Generate written responses to customer inquiries

· Responds to Open Records Requests and other inquiries within the required three business days of receipt.

· Serves as the main point of contact for citizens, media, and internal departments, providing cost estimates, timelines, and status updates for open records inquiries.

· Properly redact files in accordance with state law before records are released.

· Provides information and answers to inquiries from internal and external customers.

· Retrieves computer records and ensures that databases and logs are properly updated.

· Compiles requested records from the appropriate divisions in the required timeframe.

· Maintains a thorough knowledge and understanding of the services and programs provided within the Department.

· Answers telephone and greets visitors; provides information and assistance; prints requested reports; receives expungement paperwork, house watch requests, and open records requests; and accepts payments as assigned.

· Enters citations issued by police or code enforcement as assigned.

· Provides support to the Criminal Investigation Division as assigned; prepares correspondence; maintains files and records; enters warrant and other data; and prepares regular and special reports as assigned.

· Provides support for court operations as needed; enters data; maintains case files; and processes motions for the City Solicitor as assigned.

· Runs background checks; receives payments; and issues permits as assigned.

· Processes criminal history background checks for prospective employees and volunteers as assigned.

· Serves as Terminal Agency Coordinator for GCIC and NCIC databases as assigned; maintains warrant files; maintains stolen vehicle/article entries; submits monthly Uniform Crime Reports; and administers GCIC training to department personnel.

· Administers the department records room as assigned.

· Processes record expungements as assigned.

· Researches data and prepares department crime reports as assigned.

· Performs related duties.

KNOWLEDGE REQUIRED BY THE POSITION

· Knowledge of modern office practices and procedures.

· Knowledge of City and departmental policies and procedures.

· Knowledge of GCIC and NCIC policies and procedures.

· Knowledge of computers and job-related software programs.

· Knowledge of records management guidelines.

· Knowledge of open records laws.

· Skill in prioritizing and organizing work.

· Skill in the provision of customer service.

· Skill in the maintenance of files and records.

· Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.

· Skill in oral and written communication.

· Ability to work cooperatively and collaboratively in a workplace of dignity and respect.

SUPERVISORY CONTROLS

The Administrative Services Manager assigns work based on general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include City and department policies and procedures, NCIC and GCIC regulations, Georgia Open Records laws, and Georgia records retention guidelines. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

· The work consists of related technical and customer service duties. Frequent interruptions contribute to the complexity of the position.

· The purpose of this position is to perform technical duties in the maintenance and processing of department records. Successful performance contributes to the efficiency and effectiveness of department operations.

CONTACTS

· Contacts are typically with co-workers, other City employees, representatives of other law enforcement agencies, court personnel, and members of the general public.

· Contacts are typically to give or exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

· The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts heavier objects, such as boxes of files, weighing approximately 25 pounds, and climbs ladders.

· The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

· Ability to read, write, and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.

· Sufficient experience to understand the basic principles relevant to the major duties of the position usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.

The qualifications listed above represent the credentials necessary to perform the essential functions of this position. To be successful in this position, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.