ADMINISTRATIVE ASSISTANT III

City-of-Amarillo; Amarillo (TX); On-site; USD 32,000 - 45,000; Full time

Job summary

City of Amarillo is seeking an Open Records Clerk to process police-related records and provide customer service. You will log requests, redact material, and determine appropriate legal responses, coordinating with the legal department as needed.

Responsibilities include answering calls at the records desk, entering data into the records management system, and handling microfilm searches. Strong attention to detail and teamwork are essential.

Qualifications

• Type at least 45 wpm and operate a PC.
• Six months' experience dealing with the public.
• High school diploma or GED; 12 college hours completed.
• Ability to read, write, and speak English at a high school level.
• Ability to work independently with minimal supervision.
• Pass NCIC/TCIC, CJIS requirements, training within 6 months.
• Successfully complete a polygraph exam prior to hiring.

Responsibilities

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

Skills

typing 45 wpm

computer skills

oral and written communication

detail oriented

multitasking

teamwork

handle difficult citizens

independent judgment

problem solving

Education

High school diploma or GED

12 college credits

Tools

Records management system

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. The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all responsibilities, duties and skills which may be required. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.

The City of Amarillo is an Equal Opportunity employer and encourages applications from eligible and qualified persons regardless of race, color, religious creed, national origin, ancestry, age, gender, pregnancy, sexual orientation, gender identity, marital status, familial status, disability, genetic information or protected veteran status, in compliance with applicable federal, state and local law. The City of Amarillo provides reasonable accommodations to applicants with disabilities on a case by case basis. If you need a reasonable accommodation for any part of the application or hiring process, please contact the Human Resources Office at 806-378-4294. Start your career with the City of Amarillo today! We are committed to providing the highest quality services to our community, and we believe that starts with our team. As a city, we are dedicated to supporting our employees and providing opportunities for growth and development. Our mission is to create a safe, prosperous, and thriving community, and we know that starts with attracting and retaining the best talent. We are proud of our city and the work we do, and we are excited to welcome you to explore career opportunities with us.