Administrative Aide (Part Time)

The Westminster Police Department has an opening for a part-time Administrative Aide in the Business Services Unit. This recruitment may close at any time once sufficient qualified applications have been received . 

DEFINITION

Under direct supervision, performs general administrative, clerical, and customer service duties in support of the Business Services unit of the Police Department; provides information and assistance to the general public; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives direct supervision from assigned supervisory or management personnel.   Exercises no supervision of staff.  

CLASS CHARACTERISTICS

This is an entry-level classification that performs a variety of routine administrative duties such as the preparation and maintenance of records for billings, requisitions, purchase orders, and warrant requests. The Administrative Aide may coordinate contract administration and explain policies and procedures; prepare informational and statistical reports and documents; maintain calendars and schedules; schedule appointments, travel requests, and meeting arrangements; collects, prepares and inputs data for computerized systems; establishes liaison with other departments and agencies; responds to phone inquiries from the public; gathers and analyzes information; may represent the City or Department at conferences or meetings; may assist in the development of public relations programs, including news releases; may attend meetings, take notes and prepare minutes; composes and types correspondence; may attend night meetings; may assist with special projects as assigned.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs a wide variety of routine administrative duties to support unit operations, including sorting, filing, and preparing records and basic reports, receiving, sorting, and distributing mail, and ordering and maintaining office and other related supplies.

• Maintains and updates unit record systems; enters and updates information with unit activity, inventory files, and report summaries; retrieves information from computer application systems as required.

• Performs a variety of customer services functions within the department.

• Performs records release and maintenance, including receiving, responding to, and entering requests for police reports and screening and forwarding telephone calls.

• Assembles and compiles information for a variety of departmental, State mandated, and statistical reports, including verifying accuracy and completion of reports and maintaining files.

• Screens calls, visitors, and incoming mail; assists public at front counter and directs public to appropriate locations and/or staff; responds to complaints and requests for information.

• Provides general information regarding department policies, procedures, and regulations, including responding appropriately to complaints, requests for information, and requests for service in person and by telephone, forwarding written complaints against personnel, and coordinating work with other City departments.

• Composes, types, formats, and proofreads a variety of routine reports, letters, documents, and memoranda; checks drafts for punctuation, spelling, and grammar, and suggests corrections.

• Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.

• Compiles information and data for administrative, statistical, and special reports; checks data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.

• Maintains accurate and detailed records, verifies accuracy of information, researches discrepancies, and records information.

• Operates a variety of general office equipment, including teletype equipment and cash register.

• Provides research assistance to officers and other law enforcement personnel as requested.

• Performs other duties as assigned.

QUALIFICATIONS

Knowledge of:

• Business arithmetic and basic statistical techniques.

• Basic principles of record keeping and cash handling.

• Operation of computer-aided communications equipment, including multiple telephone lines and radio systems.

• Record keeping principles and procedures.

• Modern office practices, methods, and computer equipment and applications related to the work.

• English usage, grammar, spelling, vocabulary, and punctuation.

• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

Ability to:

• Learn basic functions, principles, and practices of law enforcement agencies.

• Learn to interpret, apply, and explain applicable Federal, State, and local codes, regulations, policies, technical processes, and procedures.

• Learn techniques, methods, and processes of police record management and retrieval.

• Learn police terminology and law enforcement codes.

• Organize, research, and maintain technical and administrative files.

• Enter data into a computer system and prepare written materials with sufficient speed and accuracy to perform the work.

• Make accurate arithmetic and statistical calculations.

• File and maintain automated and hardcopy records with accuracy.

• Establish and maintain a variety of filing, record keeping, and tracking systems.

• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.

• Operate modern office equipment including computer equipment and specialized software applications programs.

• Use English effectively to communicate in person, over the telephone, and in writing.

• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.

• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.   A typical way to obtain the required qualifications would be:

• Equivalent to the completion of twelfth (12th) grade; additional coursework in specialized public service, police science, or closely related field is desirable.

Licenses and Certifications:

• None.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.  This is primarily a sedentary office classification although standing and walking between work areas may be required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds.

ENVIRONMENTAL ELEMENTS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.   The principal duties of this class are performed in a police station environment with exposure to criminal offenders, mentally ill individuals, and persons potentially infected with communicable diseases.

WORKING CONDITIONS

Classification requires successful completion of a pre-hire physical and detailed police background investigation.