JOB SUMMARY:

Serves as secretary to the Precinct Chief; provides a broad range of office support for the Detective and Patrol Divisions and other Office Staff.

ESSENTIAL FUNTIONS:

Duties include, but are not limited to:

• Assist and support officers, command staff and city officials as needed.
• Act as a liaison between UPD divisions, County and City agencies, Community Councils and Community Action Board as assigned.
• Maintain employee files, precinct contact lists, precinct organizational chart, manage employee transfer in/out paperwork, files and equipment inventory, etc. and posts/communicate changes to UPD departments.
• Compose, format, and proofread correspondence, special orders, reports, schedules, job descriptions, confidential transcripts, and rosters.
• Receptionist/customer service duties including answering phones, managing walk-ins and visitors.
• Log and serve officer subpoenas, send to Fiscal as necessary.
• Create office statistics, reports, and tracking spreadsheets as requested by supervisors.
• Prepare/send outgoing mail and faxes. Distributes incoming mail, faxes, etc. Manages and responds to email.
• Shreds documents and other items no longer needed as directed.
• Knowledge of GRAMA-knowing what information may be given to the public when they call/come in regarding questions about their cases, etc. Send to UPD Records and record in RMS.
• Empty Department Report box daily, send to UPD Records.
• Purchase office supplies, department supplies and equipment. Track in WASP as necessary.
• Coordinate office events, and room scheduling, facilitate administrative meetings, record and/or transcribe confidential information as requested, coordinate department bid meetings, holiday and retirement events.
• Track employee training: registration, confirmations, tracking and payment for outside training.
• Take complaints from the public and refer to appropriate resource.
• Conduct BCI background checks for PIMS, in accordance with BCI policy. Add Witness Statements and verify all information before sending to the District Attorney's office or appropriate court as needed.
• Conduct RMS research.
• Assist with department budget, make payments using department credit card, reconcile statements monthly.
• Schedule building and office machines maintenance and repair
• Maintain warranties, inspections, permit renewals, etc. for office equipment.
• Enter bicycle licenses into RMS.
• Prepares photocopies, distributes, and posts information as requested.
• Manage Power Details and constant manning shifts, communicate with Lieutenant on staffing.
• Coordinate Precinct Awards with Chief, Lieutenant and CAB Members.
• Complete NCIC Validations monthly, sending letters when necessary.
• Assist other personnel in preparation of reports of a confidential nature concerning investigations by department and/or personnel problems.
• Provide civilian support for community events.
• May use a wide variety of communications systems (radios, pagers, cell phones, email, etc.) to contact detectives and other employees as directed.

EXPERIENCE/EDUCATION REQUIREMENT:

• At least 18 years of age
• High school diploma or GED
• Six months clerical experience.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Law enforcement operations
• UPD policy and procedures
• BCI Computer Network System
• Business English
• Spelling, grammar, and punctuation
• Simple math (addition and subtraction)
• Professional telephone etiquette
• NCIC, OMS, RMS, WASP, and other LE systems
• Microsoft Word programs

Skills and Abilities to:

• Type 30 wpm net.
• Operate standard office machines, e.g., photocopier, fax machine (stand alone or computer-based), paper shredder, calculator.
• Operate multi line telephone system.
• Operate personal computer with Windows with advanced functions, Excel database software, Internet, and E-mail.
• Follow written and oral instructions.
• Demonstrate public relations skills.
• Communicate, effectively with individuals of various social, economic, and ethnic backgrounds.
• Work well with all levels of personnel. Display tact.
• Develop and maintain files.
• Work independently.
• Maintain confidentiality.
• Perform effectively under pressure.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

• Able to sit and work at a computer keyboard for extended periods of time.
• Able to perform general office administrative activities: copying, filing, faxing, using the telephone, and other tasks as assigned by Lieutenant and/or supervisor.
• Able to lift and move up to 25 pounds occasionally.

IMPORTANT INFORMATION REGARDING THIS POSITION

None