Administrative Assistant / Asst. to Prosecuting Attorney

Brentwoodmo; Pennsylvania; On-site; USD 10,000 - 60,000; Full time

Job summary

An established city government is seeking a dedicated Administrative Assistant to provide vital support to the City Administrator and the Administration Department. This role involves a variety of tasks including clerical duties, public relations support, and managing records for the Police Department. The ideal candidate will have strong customer service skills, proficiency in data entry, and familiarity with office software. Join a dynamic team that values community engagement and offers a chance to contribute to local governance. If you thrive in a supportive role and are passionate about public service, this opportunity is perfect for you.

Qualifications

• 3+ years of administrative support experience with a focus on customer service.
• Proficiency in REJIS software and general office equipment.

Responsibilities

• Provide administrative support to the City Administrator and various departments.
• Assist with public relations events and manage city publications.

Skills

Administrative Support

Customer Service

Data Entry

Communication Skills

Public Relations

Education

High School Graduate or GED

Associates Degree in English or Communications

Tools

REJIS Software

MYGov Tracking System

Job description

Employment Opportunities

The City of Brentwood accepts employment applications year round. All applications must be accompanied by an Applicant Release (found under the Employment tab to the left). There are several ways to apply:

1. Online: Select the Job Application tab below and create an account.
2. Download: Place cursor over Employment (on left side of screen), then select Employment Application.
3. In Person: Printed employment applications may be picked up at all city buildings.

Applications may be mailed, dropped off at the city building of your choice or emailed. A list of city departments has been provided under Employment (on the left side of the screen). When emailing, please note: “Employment Application” along with specific department if any, in the subject line.

The following is a listing of various job openings that are currently available. Click on any of the title(s) for further details.

Administrative Assistant / Asst. to Prosecuting Attorney

Position Summary

Under direction, serves as the primary administrative support for the City Administrator and other members of the Administration Department. Prepares and/or types correspondence, and provides support for various community and city-sponsored public relations events. Performs routine clerical, secretarial, administrative, and public contact duties under general supervision. Types correspondence, forms, manuals, and various reports. Maintains related files, inventories, supplies and records as required. This position forwards any media-related inquiries or media relations issues to the Communications Manager.

Principal Duties and Responsibilities

The following duties, responsibilities and expectations are not necessarily limited to the following and are not enumerated in any particular order or priority. At any particular time the frequency or duration with which one or more of the following specific duties is performed may vary widely.

• Provides secretarial and administrative support to the City Administrator and the Administration Department.
• Updates city publications, maintains files and performs other miscellaneous duties to ensure efficient and effective operation of the Administration Department.
• Inputs a variety of data into electronic and manual databases and prepares reports as needed.
• Performs account payable functions including preparing invoices for the Fire and Police department as requested.
• Assists the City Administrator and others with the development of special projects or other projects as may be assigned. Special project assignments may require contacting a variety of outside entities including other government representatives, businesses, citizens and the public.
• Assists in overseeing the Request Tracker (Report a Concern) module of the MyGov system.
• Serves as Code-Red backup point of contact.

Performs the following duties as Records Clerk:

• Serves and supports the Police Department as Records Clerk in response to requests for Police reports and sunshine requests.
• Obtain and maintain Highway Patrol and Rejis security clearance for Records Clerk related duties.
• Receives phone calls, handles calls, and makes phone calls regarding requests for specific police records and Sunshine Requests.
• Gathers and disseminates information for specific police records and/or Sunshine requests.
• Keeps required logs pertaining to reports handed out.
• Enters request into MYGov tracking system.
• Accepts and processes payments for records requests.

Performs the following duties as Assistant to the Prosecuting Attorney (PA):

• Proficiency in REJIS’ software - Prosecuting Attorney Management System (PAMS).
• Proficiency in CARE Services System for police reports.
• Knowledge of redaction requirements for sensitive case information.
• Enter information into the PAMS software as directed by the P.A.
• Reviews Mobil Ticketing citations submitted by police for accuracy.
• Forwards reviewed citations to P.A. for approval.
• Forwards P.A. approved information, citations, and voided citations in a timely manner to municipal court for processing.
• Prepares and maintains P.A. case files for information, recommendation requests, discovery requests, and trials including subpoenas and provides case files, as needed, for P.A. for court docket.
• Attends and assists P.A. each court docket.
• Forwards P.A. approved recommendations to lawyers and municipal court.
• Coordinates with municipal court and planning & development department that an up-to-date status of violation is given to the P.A. for the assigned court docket.
• Receives, handles, and makes phone calls for municipal PA as needed.
• Coordinates with municipal court and police department that all ordinance codes are current as provided by the Missouri State Highway Patrol.
• Acts as liaison between the prosecuting attorney, police department, planning and development department, and municipal court.
• Maintain annual PA Assistant memberships and attend Missouri Association for Court Administration (MACA) & Metropolitan St. Louis Association for Court Administration (MSLACA) meetings and conferences.
• Maintain all REJIS and CARE Service System security clearances pertaining to the PA Assistant position.
• Performs other duties as assigned.

Performs the following duties as Fire Department Administrative Assistant:

• Provides secretarial and administrative support to the Fire Department (FD).
• Assists in updating and maintaining the FD Shared calendar.
• Oversees and orders office and station supplies.
• Helps coordinate and facilitate the Fire Department’s annual Open House and other FD related public relations special events (Toys for Tots annual toy drive, annual Pillow fight, Pancake breakfast).
• Point of contact for donation requests (such as Brentwood School auction items etc).
• Updates photo section of the Dashboard Board (TV Displays in various locations throughout the dept).
• Assists staff when computer issues arise (as alternate contact for Information Technology tickets).
• Assists Chiefs and staff as needed.

Knowledge Skills and Abilities

• Knowledge of computers and standard office equipment and practices.
• Knowledge of general accounting principles and bookkeeping.
• Knowledge of city operations, rules and regulations required within six months of date of hire.
• Must possess excellent grammar and spelling skills.
• Must possess a pleasant personal demeanor and courtesy in receptionist duties.
• Ability to manage several tasks concurrently.
• Ability to work under general supervision and proceed alone on regular duties.
• Ability to manage phone system operation and a quantity of incoming calls.
• Ability to develop, format, and disseminate informational materials as needed.
• Ability to perform a variety of secretarial duties including arithmetic computations.
• Ability to read and comprehend instructions, correspondence, and memos.
• Ability to effectively present information in one-on-one situations to the public and fellow employees.

Minimum Requirements – Education, Certification, and Experience

• High school graduate or GED equivalent.
• Minimum of three years’ administrative support and/or public relations experience with emphasis in customer service.
• Additional experience may be substituted for education beyond high school level or minimum three years admin experience.
• Obtain Rejis and Highway Patrol security clearances.

Preferred Qualifications – Education, Certification, and Experience

• Associates Degree in English, Communications, or related field (Criminal Justice – for PA and Records Clerk).

Physical Work Demands

• While performing the duties of this job, the employee is consistently required to talk or hear.
• The employee is frequently required to sit and use hands to finger, handle or feel objects or controls.
• The employee is occasionally required to stand; walk; reach with hands and arms; balance; and stoop, kneel or crouch.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

The above statements are intended to describe the general nature and level of the work being performed. They are not intended to be construed as an all-inclusive list of all duties, responsibilities and skills required for the position.

Equal Opportunity Employment: The City of Brentwood is an equal opportunity employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. The City of Brentwood is a drug and alcohol-free workplace. A pre-employment drug screen and background check is required for all positions. Additional pre-employment testing may be required for certain positions.