DEPARTMENT: Police, City of Pierre
JOB SUMMARY: This position is responsible for providing administrative and clerical support to the department.
MAJOR DUTIES:
o Answers the telephone and routes calls to the appropriate person.
o Assists the general public with requests for the Police Department, Department of Corrections, Sheriff’s Office, Emergency Management, Women’s Prison, DCI, and the Highway Patrol.
o Processes incoming and outgoing mail for the department.
o Utilizes the NCIC computer to perform drivers license checks and criminal history backgrounds.
o Maintains the court calendar for police officers.
o Maintains correspondence and case files.
o Maintains the shooting range schedule.
o Processes pistol permits.
o Balances the cash drawer and prepares necessary documents for deposit.
· Receipts payments from customers for animal impounds, bicycle licensing, parking tickets, copies of accident reports, and warrants.
· Responsible for records management and filing.
· Design and print all department letterhead, envelopes, greeting cards, business cards, and ID cards as well as DARE culmination programs and graduation certificates.
o Completes daily time sheets and duty roster.
o Performs other related duties as assigned.
KNOWLEDGE REQUIRED BY THE POSITION:
o Knowledge of modern office practices and procedures.
o Knowledge of applicable federal and state statutes, city ordinances, and department policies and procedures.
o Skill in records maintenance and file management.
o Skill in operating various office equipment, including a typewriter, dictaphone, calculator, copier, and personal computer.
o Skill in dealing with the public.
o Skill in oral and written communication.
SUPERVISORY CONTROLS: The Administrative Assistant assigns work in terms of somewhat general instructions. Completed work is reviewed for compliance with established procedures and the nature and propriety of results.
GUIDELINES: Guidelines include city and department policies and procedures, standard office practices, and city ordinances. These guidelines are generally clear and specific, but may require some interpretation in application.
COMPLEXITY: The work consists of related administrative and clerical duties. Frequent interruptions contribute to the complexity of the work.
SCOPE AND EFFECT: The purpose of this position is to provide administrative and clerical support to department personnel. Successful performance contributes to the efficient operation of the department.
PERSONAL CONTACTS: Contacts are typically with co-workers, other city employees, department heads, school system employees, law enforcement officials, and the general public.
PURPOSE OF CONTACTS: Contacts are typically to give or exchange information and provide services.
PHYSICAL DEMANDS: The work is typically performed while sitting at a desk with intermittent standing and stooping.
WORK ENVIRONMENT: The work is typically performed in an office.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None.
MINIMUM QUALIFICATIONS:
· Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.
o Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.
Qualifications
Work requires an extensive knowledge of business and an excellent command of the English language. Must have knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment, at a level generally acquired through at least one year of related experience. Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software. Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy. Work requires continual attention to detail in composing, typing and proofing materials,
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