About This Role
This role provides clerical support to the Police department, focusing on preparing, generating, and editing police reports, processing department forms, and entering data. The position also involves assisting the public, law enforcement, and other parties with police records-related questions.
Responsibilities
- Receive, review, prepare, and/or process department documents such as police incident and criminal investigation reports, accident reports, citations, warrants, and impound records
- Verify, complete, and/or code required information; enter and update information into department databases
- Create new spreadsheets/files and purge old data as appropriate
- Make copies and distribute as appropriate; maintain copies in department manual files
- Process requests for records and reports from courts, law enforcement personnel, agencies, victims, and the general public
- Retrieve police/incident reports; determine confidentiality of requested documents/reports
- Verify identities and assure authority of individuals to receive confidential information; establish quantity of information requester is authorized to receive
- Forward and/or mail documents accordingly; ensure reports are sent in a timely manner
- Perform general customer service functions; answer telephones; greet and assist customers and visitors
- Communicate with the general public, attorneys, court personnel, and City and local officials
- Provide assistance, requested documents, and information regarding department services and procedures; refer callers to other staff members as appropriate; and take messages
- Prepare folders; maintain files of department correspondence, program records, and legal documents
- Photocopy documents and distribute and/or file; request information from other departments as necessary to complete department records/files
- Conduct records maintenance activities in compliance with guidelines governing record retention
- Conduct background checks; enter and obtain information regarding tags, driver’s licenses, warrants, and stolen property
- Relay information to police officers, detectives, or other law enforcement
- Manage problems in searching and recovering lost, missing, and/or any other particular report or file
- Obtain and/or retrieve information for police officers and other staff as requested
- Process payments for permits, citations, cash bonds, etc.; accept payments and record receipt of same
- Balance cash drawer; prepare deposit; forward reports and monies as appropriate
- Type letters, reports, summaries, and correspondence
- Prepare reports and/or summaries as requested which provide information on productivity and program statistics
- Notarize documents
- Perform other tasks such as processing incoming and outgoing mail, reviewing invoices, making copies, sorting, collating, distributing, and/or shredding various reports and documents
- Ensure all activities are in compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures
- Ensure adherence to established safety procedures; monitor work environment and use of safety equipment to ensure safety of employees and other individuals; initiate any actions necessary to correct deviations or violations
- Communicate with supervisor, employees, other departments, City officials, Judges, lawyers, defendants, bonding agencies, law enforcement personnel, court personnel, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems
- Prepare, process, route, and/or file a variety of forms, reports, requests, records, logs, and other documentation
- Prepare and maintain files and administrative records
- Maintain confidentiality of departmental documentation and issues
- Maintain a comprehensive, current knowledge and awareness of applicable laws, regulations, policies and procedures; participate in continuing education activities; attend shift meetings, workshops, and seminars as appropriate
- Create and maintain transcriptions of interviews and other audio recordings
- Assist with the processing of open records requests
- Operate a personal computer, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software
- Perform other related duties as required
Requirements
- High school diploma or GED
- Six (6) months of experience in clerical/general office work or a related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job
- Must possess and maintain a valid Georgia driver’s license
- Ability to review, classify, categorize, prioritize, and/or analyze data; includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships
- Ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations
- Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions
- Ability to utilize a wide variety of reference and descriptive data and information
- Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs
- Ability to carry out instructions furnished in written, oral, or diagrammatic form; involves semi-routine standardized work with some latitude for independent judgment concerning choices of action
- Ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change
Benefits
- Comprehensive medical, dental, and vision insurance with HSA and FSA options (includes employer contribution to HSA plans)
- Life and AD&D insurance for employee and dependent(s)
- Employer paid short and long-term disability insurance for employee
- Accrued vacation and sick leave (with option to sell back)
- Tuition reimbursement program (employer pays 70%)
- 12 paid holidays
- 2 paid personal days
- Longevity pay bonuses (after every 5 years)
- 1% employer contribution on first 2% of employee contribution toward a 457 deferred compensation plan
- 4% employee contribution toward a defined benefit pension plan (vested after 10 years)
- Wellness benefits
About the Company
The City of Kennesaw provides group benefits to eligible employees.
