Adminstrative Assistant - Investigations

DATE: 12-15-2006

JOB TITLE: Administrative Assistant
DEPARTEMNT: Police
DIVISION: Investigations
IMMEDIATE SUPERVISOR: Commander of Investigations

EDUCATION, TRAINING AND EXPERIENCE REQUIRED: Two years of college in Social Sciences / Business and / or equivalent related work experience plus four additional years of responsible office administration experience.

NATURE OF WORK: Performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the police command staff and assisting in the administration of the standard operating policies and procedures of the police department.

PRIMARY OBJECTIVE OF POSITION

To independently perform a broad range of office functions associated with the Investigation Division of the police department and to promote a favorable image for the department and city. The overall responsibilities of this position are divided accordingly:

Investigations Division Projects and Responsibilties
35%
Property & Evidence Processing and Coordination
20%
Crime Trends-Analysis Reporting
15%
Accounts Receiveable-Payable / Payroll Processing
10%
Website Enhancement & Development
10%
Other Related Work as Apparent or Assigned
10%

WORK PERFORMED / AREAS OF RESPONSIBILITIES

TRANSCRIBES, PROCESSES, PROOFS AND MAINTAINS A WIDE VARIETY OF DOCUMENTS AND RECORDS. ENTERS AND RETRIEVES DATA FROM THE VARIOUS COMPUTER RECORDS SYSTEMS

I. Transcribes records and correspondence for the Investigations Division, which
includes final dispositions, statements and miscellaneous correspondence

II. Reviews, adds and / or modifies records entry information to conform to investigative follow-up and final disposition information into record keeping system

III. Data enter cases, which will be tracked by or referred to the Investigative
Division

IV. Data enter information required for case clearing such as additional people,
vehicles, and property information

V. Assist with in-custody tapes and video surveillance tapes as assigned

VI. Change case status codes as directed by assigned investigator and/or
investigator supervisor

VII. Assign cases that will be tracked by the Investigation Division

VIII. Data enter information required under investigations case management system

IX. Package, verify and send cases to the Steele County Attorney's Office for
charging

X. Make sure faxes are sent to mandatory departments for reporting requirements

XI. Performs various queries for investigators including criminal history, stolen
property, court, driver's license and vehicle records

XII. Input property and track information into the Automated Pawn System (APS)

XIII. Provide assistance to investigators with research for case clearing

XIV. Prepares summary of Initial Complaint Reports for department investigators

XV. Research Minnesota State Statutes, Criminal Justice information and other
data by using materials found on the Internet

XVI. Provide word processing support to the Investigations Division during normal
work hours and on a significant incident call-out basis (i.e. Homicides,
Abductions, etc.)

MONITORS AND PERFORMS VARIOUS TASKS ASSOCIATED WITH THE EFFICIENCY OF THE POLICE DEPARTMENT AS A WHOLE AND SPECIFICALLY THE INVESTIGATION DIVISION

I. Requisitioning, storing, distributing and inventorying office supplies, office
equipment and other equipment as needed by the Investigations Division

II. Distributes and monitors training for the Investigations Division

III. Keeps Investigations Division supervisor informed of workload problems in
an effort to keep up-to-date and eliminate backlogs

IV. Processes accounts payable and submits payroll data in the absence of
Administrative Assistant to the Chief

V. Assists in the preparation and monitoring of the department/Investigation
Division operating budget

VI. Oversees and maintains Crime Mapping website

VII. Inputs data to standard office and departmental forms, makes simple postings
to various reports such as annual reports, data management, incident reports, crime reports and compiles tabulates data

VIII. Enter, tabulate and analyze information developed to determine patterns of
suspected criminal activity distribute information to appropriate divisions and maintain the department's intelligence database

IX. Provide the focused source of information on criminal activity in our city by
identifying targeted individuals using all available resources including computer databases, contacts with outside law enforcement organizations and contacts with concerned citizens and business groups

X. Provide analytical, physical or coordination assistance during major case
investigations such as lead tracking, link construction, crime mapping or other
duties as directed

MAINTAIN ACCURATE RECORDS OF THE "CHAIN OF CUSTODY" IN ALL CLASSIFICATIONS OF PROPERTY RECEIVED INTO THE PROPERTY ROOM AND SECURELY STORE PROPERTY TO INSURE THE AVAILABILITY OF THAT PROPERTY WHEN NEEDED AND TO DISPOSE OF SAID PROPERTY WHEN ALL LEGAL PROCESSES HAVE BEEN MET

I. Receive, inventory, catalog, store and safeguard all classifications of property and evidence

II. Receipt incoming property and evidence to assure integrity of packaging and chain of possession

III. Initiate inventory control mechanisms to facilitate accurate computer log, including storage location, retention schedule application

IV. Provide maintenance to property / evidence inventory to assure appropriate and timely reductions of volume with assistance of department personnel, courts, City / County Attorneys or government bodies

V. Review documentation relating to property / evidence in custody to assure that it has been entered as required into other networks and/or systems (i.e., hot files)

VI. Determine appropriate method of disposal for all types of property/evidence in accordance with applicable law and recognized and accepted standards

VII. Maintenance of property and evidence files such as to return to owner, provide to claimant, destroy, liquidate, put into service, etc.

VIII. Generate reports as required and provide support to other divisions, departments, cities, states and citizens

IX. Prepare property/evidence for return to rightful owners

X. Maintain secure property/evidence areas in a clear and orderly manner

XI. Perform all other duties as assigned

RECEIVES, ANSWERS OR REFERS TELEPHONE AND / OR IN-PERSON INQUIRIES, COMPLAINTS AND QUESTIONS IN AN EFFECTIVE, TACTFUL AND PLEASING MANNER

I. Acts as first contact for telephone and / or in-person inquiries for the
Investigations Division and gives assistance or directs to the appropriate person and / or department

II. Available for assistance for public and / or other agencies in the absence of
assigned investigator for telephone contacts and miscellaneous activities

III. Disseminates information to the public, other agencies and employees in
conformance with Data Practices and department regulations

IV. Insures confidentiality of organizational information and maintains a high level of ethical standards

OPERATES VARIOUS OFFICE MACHINES INCLUDING COMPUTER, TYPEWRITER, DICTAPHONE, CALCULATOR AND COPY MACHINE

I. Maintains proper storage and retrieval of work products on computer Equipment

II. Ensures that office machines are functioning properly and reports defects promptly

REQUIRED LICENSES, CERTIFICATES AND REGISTRATIONS:

I. Requires a valid Minnesota driver's license.

WORKING HOURS AND CONDITIONS:

I. Hours are generally 7:30 a.m. to 4:00 p.m., Monday through Friday. This is a non-exempt position.

II. The employee is generally working indoors.

III. The noise level in the work environment is usually quiet.

In compliance with the Americans With Disabilities Act the following represents the physical and environmental demands: This position requires an equal amount of time spent standing, walking and sitting. Lifting, pushing/pulling or carrying objects weighing up to twenty-five (25) pounds is sometimes required with a maximum of forty (40) pounds infrequently required. Climbing, stooping, kneeling, crouching, crawling, twisting and bending are sometimes required. Repetitive movements of the hands are sometimes required. Audio, visual and verbal functions are essential functions to performing this position. The majority of the workday is spent indoors.