What are the responsibilities and job description for the Administrative Assistant - Police Department position at City of Noblesville?
Incumbent serves as Administrative Assistant for the Police Department, responsible for assisting the public and providing administrative support to the department.
Greets public and determines nature of business; provides assistance and/or directs visitors to appropriate employee or department; answers telephone calls and provides information; takes messages and/or transfers calls to appropriate employee or department; responds to mail/email requests; communicates with and provides assistance to department personnel as needed.
Provides assistance to the public and other governmental agencies including completing basic background checks and fingerprinting.
Processes alarm permits, solicitor permits, temporary beer and wine permits, and concealed carry permits; collects fines or fees and submits to the Office of Finance and Accounting; enters payment data into appropriate computer records system and provides receipts; files and maintains necessary documents and records.
Processes police report requests, following strict information-release regulations; collects fees and submits to the Office of Finance and Accounting; enters data into appropriate computer records system and provides receipts; files and maintains necessary documents and records.
Processes neighborhood golf cart petitions, expungements, and requests for security checks.
Scans and attaches case-related documents into the appropriate departmental records system upon request.
Performs various other administrative duties including data entry, sorting and delivering department mail, filing, scanning, typing, and proofreading correspondence and other documents. Monitors/ maintains inventory of office supplies, obtains cost comparisons, and orders as needed.
Performs internal control duties to ensure the reliability of financial reporting, compliance with regulations, and the effectiveness of operations within the City of Noblesville. Completes internal control training as required by Indiana Code (IC) 5-11-127 regarding the safeguarding of assets, preventing fraud, and promoting operational efficiency and integrity.
Maintains knowledge of current ordinances, public record dissemination regulations, and relevant legal rulings.
Accesses and maintains confidential paperwork and information.
Assists department personnel with sending certified mail and packages and notifies personnel of deliveries.
Reconciles daily receipts and prepares the Report of Collections.
Assists in archiving departmental records in the City’s document management program.
Assists with special department events and projects as needed.
Periodically attends training seminars as needed.
High school diploma or GED required. Associates Degree in business administration or related area, or equivalent combination of education and experience preferred. Administrative support within a law enforcement agency experience preferred.
Must possess or be able to possess a Notary Public License within six months of employment.
Ability to successfully complete internal control training as directed.
Ability to maintain knowledge of current ordinances, relevant legal rulings, and public record dissemination regulations.
Working knowledge of the City of Noblesville Civilian Employee Personnel Policy Handbook and the ability to apply these regulations/standards to employment with the Noblesville Police Department.
Working knowledge of and ability to make practical application of bookkeeping and accounting principles; ability to perform relevant arithmetic calculations and maintain accurate records.
Ability to maintain a professional image to the public and city employees, including personal appearance and work area.
Ability to effectively communicate orally and in writing with co-workers and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.
Ability to work on several tasks at the same time, complete assignments effectively, and meet deadlines amidst frequent distractions and interruptions.
Ability to understand and follow oral and written instructions and work alone and with others in a team environment and carry out assignments with minimal supervision.
Working knowledge of standard English grammar, spelling and punctuation, and ability to type with speed and accuracy; ability to properly operate a variety of standard office equipment including computer, printer, telephone, copier, scanner, postage meter, and calculator. Working knowledge of Microsoft Office programs such as Word, Excel, Outlook, SharePoint, and Teams as well as other departmental database systems and software applications as may be necessary to perform essential job functions.
Ability to handle sensitive and confidential information and records in an appropriate and professional manner.
Ability to occasionally work extended, weekend, and/or evening hours.
Possession of a valid Indiana driver’s license, a demonstrated safe driving record, and must remain insurable through the City of Noblesville’s liability insurance carrier. (Refer to the Civilian Personnel Policy for additional information.)
Incumbent maintains frequent contact with co-workers, other law enforcement departments, and the public for the purpose of exchanging information.
Incumbent reports directly to the Administrative Manager.
Incumbent performs duties in a standard office environment involving sitting for long periods, sitting and walking at will, lifting/carrying objects weighing less than 25 pounds, hearing sounds/ communication, handling/grasping/fingering objects, and close/far vision. Incumbent occasionally works extended hours.
Salary : $45,552 - $50,606