SUPERVISED BY: Office Manager / Captain / Chief of Police
JOB SUMMARY: The receptionist works under the direct supervision of the Office Manager and is responsible for a variety of duties including front counter assistance, police records, maintenance of electronic and paper filing systems, and dissemination of reports. This is a civilian position and is governed by Federal and State Law; West Fargo Ordinance; and Department policy and procedure.
GENERAL DUTIES AND RESPONSIBILITES:
The receptionist performs general receptionist duties and police records functions to ensure the effective operation of the Department. Work is usually performed on an assigned shift. Employees are given specific work instructions by supervisors on new assignments, but work independently in performing regularly assigned duties. While much of the work is preformed independently and without the immediate presence of a supervisor, employees are required to draw upon their extensive training, mandates, and laws governing a particular situation.
SPECIFIC DUTIES AND RESPONSIBILITIES:
Coordinate to ensure compliance with departmental and crime free housing guidelines, policies
and procedures. Maintain records and correspondence of confidential nature.
Assist with department filing system and records for orderly retention of the Police Department
as required by State and Federal reporting requirements.
Prepare official correspondence and legal documents ensuring proper format.
Maintain Department records, traffic and criminal reports, legal documents (such as Affidavits
and search warrants) and ensuring confidentiality.
Disseminate motor vehicle accident reports, uniform crime reports and Police Department
records to the Police Department staff, West Fargo Municipal Court, Cass County States
Attorneys Office and Cass County Juvenile Court along with other related agencies upon
direction.
Determine what information can be released and disseminate uniform crime reports, motor
vehicle accident reports, and Police Department record information to insurance companies and
the public upon request.
Provide customer service to walk-in customers; accept court fines, parking tickets, and animal
pound fees, issue bike license, cat/dog license, etc. and respond to requests for information on
regulations, procedures, systems and precedents relating to assigned responsibilities.
Assist with National Night Out duties and perform other duties of a similar nature as required.
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of clerical and general office procedures.
Knowledge in record keeping principals and techniques.
Knowledge of computerized Police records systems.
Knowledge of Department rules and regulations.
Knowledge of local ordinances, State, and Federal laws related to the release of information and maintenance of records.
Knowledge of the use of computers and other electronic media.
Knowledge of the geography of the city.
Skill in verbal communication and interpersonal skills as applied to interaction with coworkers, supervisors, and the general public sufficient to exchange or convey information and to receive work direction.
Skill in the written English language sufficient to write reports and other documents and to read instructions and manuals.
Ability to read and comprehend complex laws and ordinances.
Ability to communicate clearly and effectively both orally and in writing.
Ability to maintain effective working relationships with associates, other co-workers, representatives of other organizations, and with the general public.
Ability to understand operation of the City and County agencies as necessary to assume assigned responsibilities.
Ability to independently prepare correspondence and memoranda.
Ability to prioritize work load and work independently.
COMMUNICATION REQUIREMENTS:
Communicate effectively orally and in writing; exchange information with other law enforcement officials; establish rapport with citizens; refer persons to agencies providing social services; contact higher level supervisors regarding problems; participate in meetings with other employees; perform special duties assigned by superiors.
PHYSICAL ACTIVITIES/REQUIREMENTS:
Climbing, balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing/listening, seeing/observing.
Sit and stand for long periods.
QUALIFICATIONS:
DESIRABLE TRAINING AND EXPERIENCE
Degree from a Technical or Business College and have two years of general office experience with a law enforcement agency.
MINIMUM QUALIFICATIONS
Have two years of general office experience or a combination of related education and work experience; US Citizen and at least 18 years old age; must be able to pass a hearing test; must possess sufficient typing speed to accomplish job requirements; must be able to pass a background investigation.
EMPLOYMENT DISCLAIMER
This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
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