Office Assistant - Public Safety

City of New Brighton; New Brighton (MN); On-site; USD 42,000 - 56,000; Full time

Job summary

City of New Brighton’s Public Safety department is seeking an administrative assistant to handle front-line communications, records management, and support for the property/evidence room and related processes.

The role includes processing DWI’s, search warrants, data requests, and incident reporting, while assisting with hiring panels and training new staff on records systems and procedures.

Qualifications

• High School Diploma or GED required with relevant work experience.
• Minimum of three years of secretarial work and/or customer service/receptionist experience.

Responsibilities

• Answer calls and emails; assist walk-in customers.
• Perform records management, process DWI's and search warrants, and handle data requests and reports.
• Assist with property/evidence room tasks including handling, storage, purging, and release of property; manage drug disposal and annual audits.
• Track and manage false alarms; prepare notification letters and invoices for billable alarms.
• Process criminal history checks for officers, background checks for new hires, and permit-to-purchase applications.
• Provide customer service via telephone and in person; create weekly incident reports for public viewing.
• Answer questions and process data requests in compliance with the Data Practices Act.
• Participate in interview panels for hiring Public Safety personnel and train new staff on reports and records systems.
• Enter data into NCIC, review dispatch-relevant entries, and monitor item notifications.
• Assist with expungements and sealed records processing; monitor and complete actions per court rulings.
• Manage calendars and create invoices as needed.

Skills

Customer service

Communication

Data entry

Calendaring

Education

High School Diploma or GED

Tools

NCIC

Records Management System

Video Management System

Job description

Performs basic work answering calls and emails, assisting walk-in customers, performing records management, processing DWI's and search warrants, processing data requests, requested reports, and permits and assisting with tasks related to the property evidence room for the Department of Public Safety. Performs related work as apparent or assigned.

Reviews, codes, processes, assigns, routes, files, and manages police reports, citations, DWI's and search warrants; assists with coding, filing, and management of all videos related to police reports including the proper handling of requests for viewing.

• Assists with the management of property and evidence room including handling, storing, purging, and release of property, disposal of drugs, and yearly audits.
• Tracks and manages false alarms; composes notification letters and creates invoices for billable alarms.
• Processes criminal history reports for officers and detectives, background checks for new hires, and assists with processing permit to purchase applications.
• Provides customer service via telephone and walk-in customers.
• Creates required weekly incident reports for public viewing of Public Safety incidents.
• Answers questions and processes data requests while complying with the rules and regulations of the Data Practices Act.
• Participates in interview panels for hiring of Public Safety personnel.
• Assists with training newly hired Public Safety personnel regarding reports, citations, and utilizing the records management system.
• Enters data into NCIC and reviews entries made for dispatch of firearms, missing persons and vehicles, and checks notifications for recovery of items; manages the updates appropriately.
• Assists with management and filing of requests for expungements and sealed records; monitors the process and expunges or seals the records per court rulings.
• Manages calendars, as needed.
• Creates invoices, as needed.

• High School Diploma or GED with considerable work-related experience.
• Minimum of three years' secretarial work and/or customer service/receptionist experience.