Administrative Assistant Iii

amarillo; Police; On-site; PLN 130,000 - 193,000; Full time

Job summary

Amarillo Police Department seeks a Records Clerk to process open records requests for police-related records and provide customer service by phone, counter, and online. You will log requests, maintain the database, redact reports, and determine appropriate legal responses with guidance from the legal department.

The role requires attention to detail, data entry into the records system, ability to multi-task, and professionalism when dealing with the public.

Qualifications

• High school diploma or GED as per minimum requirements.
• Ability to type 45 wpm and operate a PC.
• Must pass NCIC/TCIC, CJIS requirements, training and testing within 6 months of hire.
• Must successfully complete a polygraph exam before being accepted.

Responsibilities

• Receives open records requests and enters requests into database.
• Maintains database and views/listens to audio/visual recordings and makes redactions.
• Determines legal responses to requests and composes letters for responses.
• Relays requests to the legal department as needed.
• Answers phones and assists customers at the back counter and searches microfilm machine.
• Performs other job-related duties as assigned.

Skills

Computer skills

Oral and written communication

Records management

Data entry

Detail oriented

Multi-tasking

Public interaction

Independent judgment

Teamwork

Problem solving

Document scanning

Education

High school diploma or GED

Tools

None

Job description

SUMMARY

Responsible for processing open records requests for police related records. Provide customer service through various means of communication. Process open records requests, logs and maintains the requests in a database. Redacts reports, views, and listens to and redacts audio, video, and case photos. Will be required to determine legal responses to requests; compose letters for responses to requests; and relay requests to the legal department as needed. Answer phones and assist customers at the back counter of the Records Division. Search microfilm/scanner machine for information.

ESSENTIAL RESPONSIBILITIES

• Receives open records requests and enters requests into database.


• Maintains database and view/listen to audio/visual recordings and make redactions.


• Determines legal responses to requests and composes letters for responses to requests.


• Relays requests to the legal department as needed.


• Answer phones and assist customers at the back counter and searches microfilm machine.


• Performs other job-related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of and ability to use a computer and the required software.


• Possession of effective oral and written communication skills.


• Knowledge of principles and practices of office and records management.


• Ability to enter data into the police department's records management system.


• Ability to be detailed and well organized in an office setting.


• Ability to multi-task on a daily basis.


• Ability to handle situations with sometimes difficult citizens in a professional, rational, and logical manner.


• Ability to exercise independent judgment and make decisions.


• Ability to establish and maintain effective working relationships with staff and the public.


• Ability to problem-solve.


• Ability to scan documents into records management system.

MINIMUM REQUIREMENTS

• Must be able to type 45 wpm; ability to operate a PC; six months experience dealing with the public; knowledge of office procedures; ability to scan documents; ability to multi-task; ability to pay attention to detail; ability to sit for long period of time; must be able to work well with fellow employees and in a team work environment; able to work independently with minimal supervision.


• Ability to read, write, and speak the English language at a high school graduate level; must be a high school graduate or have a GED or 12 hours from an accredited college; must have normal hearing or corrected to normal; 20/40 or corrected to 20/40 eyesight; ability to follow written and verbal instructions; ability to work under stressful conditions; ability to occasionally work overtime.


• Must be able to pass NCIC/TCIC, CJIS requirements, training, and testing within 6 months of being hired.


• Prior to being accepted for this position, applicant must successfully complete a polygraph exam.


• A Police Department employee must have an excellent reputation in order to maintain the public's trust in the Police Department. The following factors would automatically disqualify an applicant: Any felony or Class A misdemeanor conviction; Class B misdemeanor conviction within the last 10 years; any conviction of family violence; currently under indictment for any criminal offense; or a discharge from military service under less than Honorable conditions.


• The following factors could disqualify an applicant: Any illegal possession or use of a controlled substance, including marijuana; excessive traffic convictions; or a history of bad debt.

PREFERRED QUALIFICATIONS

• College education or college courses; prior administrative experience with a law enforcement agency; prior experience in investigative work; penal code class; training in public relations; twelve months experience with computer data entry; one year experience as an administrative assistant with the City of Amarillo; ability to type more than 55 wpm; knowledge and use of Adobe software; bilingual.

WORK ENVIRONMENT

This is primarily an office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees may be required to lift, carry, push, and pull materials and objects weighing up to 10 pounds.

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.