JOB DESCRIPTION: Secretary (Classification: A-13)
SUPERVISED BY: Office Manager / Captain / Chief of Police
JOB PURPOSE: Responsible for a variety of duties including transcription, entering
Uniform Crime Reports, and police statistical information.
Effective: February 25th, 2002
SPECIFIC DUTIES AND RESPONSIBILITIES:
- Coordinate and review reports to ensure compliance with departmental guidelines, policies and procedures. Maintain records and correspondence of confidential nature.
- Maintain filing system and records for orderly retention of the Police Department as required by State and Federal reporting requirements.
- Responsible for transcription of Police Department records, traffic and criminal reports, legal documents (such as Affidavits and search warrants) and ensuring legal format and confidentiality.
- Enter Uniform Crime Reports, court dispositions and judgements.
- Disseminates traffic reports, criminal 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 percent of information can be released and disseminates criminal reports, accident reports and Police Department record information to insurance companies and the public upon request.
- Provide front counter assistance, respond to requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities.
- Assist the Office Manager with submitting statistical coding to the Chief of Police and City Commission on a monthly and/or quarterly report.
- Responsible for arranging court appearances and filling in for the Clerk of Court in West Fargo Municipal Court in the absence of the regular Clerk of Court.
- Assist/Organize with National Night Out, assist with department statistics and other duties assigned by Office Manager.
KNOWLEDGE AND ABILITIES:
- Knowledge of clerical and general office procedures.
- Ability to communicate effectively verbally and in writing.
- Ability to analyze Police Reports and to extract pertinent information.
- Knowledge in record keeping principals and techniques. (Continued on Page 2)
- Knowledge of computerized Police records systems.
- Ability to understand operation of the City and County agencies as necessary to assume assigned responsibilities.
- Ability to independently prepare correspondence and memoranda.
- Skilled in communication as applied to interaction with co-workers, a supervisor, and the general public sufficient to convey information.
- Ability to prioritize work load and work independently.
BASIC REQUIREMENTS:
- Possess a Secretarial Degree from a Technical or Business College and 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 type transcription.
- Must be able to pass a background investigation.
SALARY RANGE:
- This position is set at a A-13.
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