Office Assistant II - Records

The City of Saginaw; Saginaw (MI); On-site; USD 36,000 - 60,000; Full time

Job summary

The City of Saginaw is seeking a skilled Records Clerk to perform administrative support for police records, including filing, data entry, and responding to public inquiries. You will handle confidential information and support the records department with daily tasks such as mail distribution, Excel logging, and front desk backups.

Required are an associate degree in criminal justice or related field, at least two years in public sector administration, and proficiency with Microsoft Office.

Qualifications

• Associates degree in criminal justice or related field required.
• Minimum of two (2) years of administrative experience in the public sector or for a law enforcement entity required.
• Ability to obtain Notary Public within 6 months of hire.
• Must pass extensive background investigation.
• Must have a valid Michigan driver’s license.
• Proficient in Microsoft Office and able to learn law enforcement software/hardware.

Responsibilities

• Manage police reports and respond to record requests from the public and external agencies.
• Monitor the department’s citizen email box and enter citizen reports into the records management system.
• Enter, maintain, and retrieve data from automated law enforcement records systems.
• Maintain case files and assist staff in obtaining needed files.
• Assist front desk operations and provide backup support to staff.
• Compile daily Community Policing Officer activities in Excel.
• Distribute incoming emails to appropriate personnel; notarize internal documents.

Skills

MS Office

Data entry

Record management

Communication

Confidentiality

Organization

Education

Associate degree in criminal justice

Tools

Microsoft Office

Law enforcement software

Job description

Under limited supervision, this position performs a variety of skilled administrative support filing, retrieving, and distributing police reports and related confidential information; answering phone and email inquiries, which typically involves locating records or explaining procedures to the general public or providing information to other law enforcement agencies. This role also offers backup support to other staff.

1. Manage police reports and respond to record requests from public and external agencies.
2. Monitor the department’s citizen email box, enter citizen reports into the records management system, and distribute reports to the appropriate sergeant for review.
3. Enter, maintain, and retrieve data and reports from various automated law enforcement records systems.
4. Maintain case files in the records department and assist Police Department staff in obtaining necessary files.
5. Run and review receipt register at front desk daily and transport deposit to City Hall.
6. Receive firearm sales records, enter records into Michigan Criminal Justice Information Network (MiCJIN), file documents, send copies to the Lansing Firearms Unit.
7. Receives lab reports and attach to related reports.
8. Receives license to purchase a firearm, conducts federal, state, and local background check to determine applicant’s eligibility to purchase and possess a firearm, notify applicants of application status.
9. Fingerprints public using traditional ink method.
10. Provide backup support at the front desk and train new staff in records management and front desk operations.
11. Compiles daily Community Policing Officer activities in Excel
12. Distribute incoming emails from Police Department Email inbox to appropriate personnel.
13. Notarize internal documents.
14. Performs other duties and tasks as assigned.

1. Associates degree with major course work in criminal justice, law enforcement, or related field required. An equivalent combination of education and related experience may be considered.
2. Minimum of two (2) years of administrative experience working in the public sector and/or for a law enforcement entity required.
3. Ability to obtain Notary Public within 6 months of hire
4. Maintain confidentiality of sensitive information and data encountered in the course of work.
5. Must have the ability to complete special training required to perform this position within six (6) months of being placed in position.
6. Possess and maintain a valid state of Michigan driver’s license.
7. Ability to problem solve, execute tasks, and recommend solutions within the framework of established procedures, policies, and precedents ensuring compliance with department standards.
8. Ability to effectively and professionally communicate, both verbally and in written format with a variety of internal and external contacts.
9. Proficient working knowledge of Microsoft Office Products as well as the ability to become proficient in various law enforcement software and hardware applications.
10. Must possess excellent organizational skills, including the ability to accurately execute multiple projects simultaneously.
11. Ability to read, analyze, and interpret case reports.

Special Requirements

Because of the confidential, sensitive nature of information handled, successful completion of an extensive background investigation is required. Must successfully pass Law Enforcement Information Network (LEIN) certification within six (6) months of being hired.This work is sedentary in nature and requires little or no exertion of force; work has standard vision and hearing requirements; vocal communication is required to express detailed or important instructions to others accurately, loudly, and/or quickly; work has no exposure to environmental conditions; work is generally performed in a very quiet location (e.g. park train, storage, or file room).