Administrative Assistant

The Heber City Police Administrative Assistant plays a crucial role in maintaining the smooth operation of assisting the public. Providing essential support to the Police leadership team, and other team members, ensuring efficient workflow and effective communication. Must be detail-oriented, organized, and thrive in a dynamic environment. Performs a variety of general, advanced, and complex clerical duties as needed to expedite the administrative processes and procedures of the Police Department.

SUPERVISION RECEIVED

Works under the general supervision of the Office Manager or designee.

SUPERVISION EXERCISED

Supervises department volunteers and subordinate support staff.

ESSENTIAL FUNCTIONS

Performs general receptionist duties; receives and routes telephone calls; greets the public and directs to appropriate personnel; responds to questions and disseminates public information. Digitizes and processes Government Records Access and Management Act 'GRAMA' requests.

Performs police-related customer service to the general public; receives and processes information, subpoenas, summons, orders-to-show-cause, etc., records final disposition as required, i.e., expungements, etc.; obtains copies of case documents, reports, etc.; receives and processes accident reports; sends and receives various fax documents and distributes as needed; assures proper authorization and documentation; coordinates police reports as requested by the public and deposits revenues with City Treasurer.

Performs confidential administrative clerical functions the for Police leadership team and other supervisory personnel; composes administrative material and correspondence including reports, letters, memos, special bulletins, schedules, documents, etc.; creates correspondence, reports, statements, memoranda, and other material requiring judgment as to content, accuracy, and completeness; takes and transcribes confidential dictation, reports, and special correspondence; attends staff meetings and takes and transcribes minutes; prepares and performs background checks for job applicants and generally assists with recruitment and selection process and may be assigned to update the department website.

Operates computer as needed to create, maintain, and retrieve various law enforcement statistics, reports, and information; reviews and proofreads reports and maintains various files, documents, and records; maintains alpha and numeric files for each file item and updates as needed; compiles statistical data tracking various law enforcement activities and recaps weekly and monthly results; may prepare various state and federal reports showing department activity; processes expungement orders, processes NCIC validations, accesses UCCH files as required, purges arrest records; runs VIN checks as needed; assists with tracking vehicle preventative maintenance schedules and repairs.

Enters citation information via "Spillman" state law enforcement case management system; maintains accurate, comprehensive records, and updates various reports such as incidents, complaints, offenses, etc.; maintains the property and criminal history index files; enters report narrative, and involvements (names, vehicle information, property information, etc.); maintains and updates dispositions on each case and enters changes into computer information base.

Records traffic and misdemeanor citations, types vehicle impound notices, traffic accident reports, and in-house incident base reports; updates, maintains, processes and submits uniform crime reports (UCR's & NIBR's) to the Utah Bureau of Criminal Identification; locates police reports and makes copies for the officers, public, and attorneys, updates stolen property for (NCIC) National Crime Information Center.

Performs various records tracking activities as needed to obtain driver's license information, vehicle registration, Utah Criminal History, NCIC (Interstate Identification Index), BCI, out-of-state vehicle registration, driver's license information, NCIC wanted persons, stolen autos, and property checks.

Enters juvenile and adult arrest and citation information; identifies nature of crimes by established categories and classifications; monitors files to ensure proper UCR reporting.

Assures the proper delivery of documents at various stages of the legal system process; expedites delivery as needed, including internal departmental dissemination; prepares report and citation files for court appearances; distributes court notices to police personnel; receives verification of notice and files appropriate records.

Performs computer entry of all non-arrest and non-citation reports submitted by officers, such as thefts, malicious injuries, runaways, impounds, missing persons, harassing phone calls, accidents, etc.

Maintains calendar; schedules meetings and appointments; monitors court calendar; issues trial notices to police officers; prepares case materials and information, secures driving records, etc. as needed; apprises supervisors of activity schedule and coordinates with department management; receives, screens, and distributes departmental mail.

On occasion, receives and processes timesheets, logs, and related records; calculates hours worked and submits to finance department for preparation of payroll; maintains various records of time worked according to specific reporting categories needed to prepare periodic reports; maintains files and records; maintains a record of leave accrual and usage.

Performs other related duties as required.

MINIMUM QUALIFICATIONS

1. Education and Experience:

A. Graduation from high school or equivalent with course background in general office practice and procedures;

AND

B. Three (3) years of progressively responsible experience performing above or related duties.

OR

An equivalent combination of education, abilities, and experience.

2. Knowledge, Skills, and Abilities:

Working knowledge of state criminal codes, traffic laws, and penalties associated with related violations; FBI reporting requirements and procedures; current office practices and procedures; grammar, spelling, and punctuation; current filing systems related to alphabetical and numeric files; computerized database management and program applications; administrative procedures; computer software including spreadsheet uses and word processing applications (i.e., Microsoft Word, Excel, etc.); word processing equipment and applications; interpersonal communication skills; complex telephone systems.

Skill in taking and transcribing dictation from handwritten notes or recording equipment.

Ability to exercise initiative, and independent judgment and to act resourcefully under varying conditions; maintain strict confidentiality related to sensitive administrative information; operate computer in utilizing various programs to develop financial and statistical records and narrative compositions and reports; communicate effectively verbally and in writing; establish and maintain effective relationships with fellow employees, elected officials and other agencies of the public; establish and maintain comprehensive records and files.

3. Special Qualifications:

Must be able to type 65wpm. Must possess a valid driver's license.

4. Work Environment:

The incumbent of the position performs in a typical office setting with appropriate climate controls. Tasks require a variety of physical activities, involving occasional muscular strain related to walking, standing, stooping, sitting, reaching, talking, hearing, and seeing. Rapid work speed is required to perform keyboard operations. Common eye, hand, finger, leg, and foot dexterity exist. Mental application utilizes memory for details, verbal instructions, and discriminating thinking. The essential functions of the job may be completed with or without reasonable accommodation.

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Disclaimer: The above statements describe the general nature, level, and type of work performed by the employee(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify any and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.

Successfully passing a pre-employment background check and drug screening is contingent on employment.