Administrative Assistant – Police

Police Administrative Assistant

General Statement of Duties

Police administrative assistant will maintain and administer the records of the police department including data input, filing, and distribution as needed. Police administrative assistant will be as the first point of contact for persons visiting or calling the Lowell Police Department and will provide clear and accurate communication between the visitor and Lowell Police Department staff. Police administrative assistant will communicate and co-ordinate with the District Attorney’s office on behalf of Lowell Police Department staff. Police Administrative assistant will perform any clerical duties assigned by the Chief of Police.

Distinguishing Features of the Class

An employee in this class performs a variety of advanced level administrative and technical support duties. The employee independently performs a variety of administrative duties in support of the police department. The work includes customer service, administration of various software programs associated with departmental processes, contacts and communicates with the District Attorney’s office, creates, and maintains accurate records. Sound judgement is required in performing the responsibilities. Work is performed under the supervision of the Police Chief and is evaluated through observation, conferences, feedback from citizens and staff, ongoing evaluation of the quality and effectiveness of work processes.

Essential Duties and Responsibilities

• Answer incoming phone calls to the police department and distribute them as needed.
• Maintains police records in various computer programs and paper records.
• Order office supplies.
• Receives visitors to the police department. Directs the visitor to the needed staff and distributes records when requested and lawful.
• Processes police department mail.
• Attend meetings and training as requested by police administration.
• Receives subpoenas and distributes to police department staff.
• Schedules court dates for officers including reschedules due to training, vacation or unplanned absences.
• Prepares officers court dockets for upcoming court appearances.
• Assist the DCI TAC as the A-TAC. Perform all DCI duties such as validations, training, entries, background checks and general maintenance of DCI records.
• Assist with extra duty assignment schedule.
• Serve as the TraCS administrator and maintain crash report records.
• Assist police and city staff with the application and administration of grants.
• Assist the evidence Sergeant with property management.
• Assemble case files and body worn camera evidence and distribute to the District Attorney and other police agencies when lawful and permitted.
• Assist patrol officers as needed.
• Perform other duties as assigned by the Chief of Police.

Required Knowledge and Skills

• Knowledge of records management principles, practices, and methods.
• Knowledge of City, State and Federal laws, codes and regulations governing police records management.
• Knowledge of computers including hardware and software including MS Word, Excel, and Power Point among others.
• Knowledge of police department policy and procedures.
• Knowledge of the geographic layout of the City of Lowell including streets, businesses, and landmarks.
• Knowledge of the function, practices, and procedures of the city and the Police Department.
• Skill in compiling and maintaining complex and extensive police records.
• Skill in effective oral and written communication.
• Skill in accurate data entry at a desirable speed.
• Ability to maintain a professional working relationship with the public, police department staff and city of Lowell staff.
• Ability to obtain needed certifications including software, programs and systems needed to perform duties assigned.

Requirement and Selection Guidelines

• High school diploma or equivalent.
• Valid NC vehicle operator license.
• Successful completion of a criminal background check.

Physical requirements

• Must be able to perform the basic life operational functions of stooping, crouching, reaching, standing, walking, pushing, pulling, lifting, talking, hearing, and repetitive motions.
• Occasionally exert up to 10 pounds of force.
• Regularly spend hours sitting and using computers and office equipment.

Desirable Education or Experience

• Associate degree or considerable work experience in the administrative assistance field.
• Extensive knowledge of the Lowell Police Department and its day-to-day operations.

Job Open Date

06/26/2023

Earliest Close Date

Until Filled

Salary Grade 12. Full Salary Range $41,050 – $63,628 annually, commensurate with qualifications. Applications can be found and submitted online at www.lowellnc.com or at City Hall. Email resume and cover letter to: cramsey@lowellnc.com Mail applications to: City of Lowell, Attn: Cheryl Ramsey, Human Resource Officer, 101 W. First Street, Lowell, NC 28098. The City of Lowell is an Equal Opportunity Employer.