POLICE- STAFF ASSISTANT

Thomasville; Thomasville, Northern (GA, KY); Hybrid; USD 32,000 - 46,000; Full time

Job summary

The City of Thomasville is seeking an Administrative Coordinator to support the Municipal Court Clerk, Records Clerk, and front office operations. This role includes calendar preparation and court support, data entry, and ensuring accurate records.

You will assist with GCIC/NCIC processes, participate in audits, and provide professional customer service to the public and staff. The position requires a high school diploma and strong data/communication skills.

Qualifications

• High school diploma required; two years post-secondary study preferred in secretarial/clerical area.
• Strong data compilation/analysis skills; ability to learn city policies and procedures.
• Excellent oral and written communication; able to present data to all levels.

Responsibilities

• Maintain Municipal Court calendar and docket; update Bench Warrants.
• Receive and disseminate GCIC/NCIC information as needed.
• Assist with GCIC audits and monthly validations; support department staff.

Skills

Typing

Data analysis

Communication skills

Customer service

Education

High school diploma

Post-secondary secretarial/clerical education preferred

Job description

Description

Position Summary:

This position performs a variety of tasks related to general administration and coordination requirements around the office. The individual in this position provides assistance in several areas of administrative operations. Additionally, this position focuses on providing assistance to the Municipal Court Clerk, the Records clerk, all front office operations and to the crime analysis division as directed. Employee in this position assist in preparation of the Municipal Court calendar and attend court to offer assistance where needed.

Essential Duties:

• Responsible for understanding the record system and communications capabilities of the agency.
• Prepares and maintains Municipal Court calendar; Municipal Court Docket; assists in updating and maintaining all Bench Warrant.
• Receives information from GCIC and properly handles or disseminates it within the agency.
• Responsible for assisting with the GCIC audits and for assisting GCIC/NCIC personnel throughout the agency during audits, monthly validations or other official visits.
• Assists in maintaining Court Dockets, Bench Warrants and everyday updates on housing of inmates for Thomasville Police Department.
• Provides support services to the Municipal Court Judge and the Clerk of Municipal Court, before, during and after court proceedings.
• Provides support services to attorneys, law enforcement officers; probation officers; county clerk’s office; cashiering department, FBI, GCIC, Department of Driver Services, Insurance Companies; other law enforcement agencies and other professional staff.
• Enters all court dispositions into computer program and submits information to GCIC for criminal histories. Make all corrections and/or deletions on fingerprinted records for the entire Thomasville Police and Municipal Court Department.
• Reschedules and transfer court cases to State or Superior Court and prepares court Appointed Attorney cases and submits all paperwork information available to all parties where applicable. Prepares all Indigent Case paperwork for court and attorneys and attorney vouchers.
• Collects all after court fees on late payments.
• Submits all citations electronically to Department of Motor Vehicles; submits all suspensions and releases electronically.
• Responsible for entry and removal of GCIC data.
• Ensure records are accurate and updated.
• Assists in handling walk-in background checks and background checks requested by HR.
• Handles HIT confirmations during business hours.
• Assists in checking to make sure all reports are entered into records management system daily.
• Assists in preparation of Hot Sheet daily for missing/wanted persons, stolen vehicles and house checks.
• Assists in running queries for department/public statistics.
• Assists in providing copies and faxes of reports to/for public.
• Assists in tracking and maintaining citations.
• Provides professional customer service to individuals over the phone and in person.

Requirements

POSITION REQUIREMENTS:

• Must have a high school diploma and two years of post-secondary formal education or equivalent preferred in the secretarial or clerical area preferred.
• Must be skilled in the compilation and analysis of data. Must be able to learn, comprehend, and apply all city or departmental polices, practices, and procedures necessary to function effectively in the position.
• Must be able to communicate well orally and in writing and be able to present data to all levels of the department.
• Must have typing skills and be capable of using standard office equipment.
• Must have capability of dealing effectively with public in a fast paced environment.
• Must be able to provide professional customer service to both internal and external customers.
• Must possess good communication skills, both orally and written.
• Must be able to maintain security and confidentiality of all information.
• Assist public in getting reports, obtaining information, Court Dispositions, Suspension Releases, Clearing Reports, Background checks etc.
• Must be able to establish and maintain GCIC Certification within 90 days of employment.

Physical/Environmental Requirements:

Mobility to work in typical office settings using standard office equipment is required. In addition, vision to read printed materials and computer screen and hearing and speech to communicate in person or over the telephone.

Limitations And Disclaimer:

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an “at-will” basis.