Clerical Assistant

Posted Date

11/12/2024

Post End Date

11/26/2024

Job Description

KIND OF WORK: This is entry level police support services work in processing offense and accident reports; processing warrants; maintaining police data; processing property and evidence and incoming and outgoing mail. Work requires knowledge of standard office practices and procedures, and the use of specialized skills which are learned on the job or through specialized training. Contacts require basic courtesy, tact, and effectiveness in dealing with others to provide or secure information. Work is subject to established routines, standing instructions, and established procedures, but some variation in sequence of procedures is permitted based on work situations. Contacts with clients require skills in understanding and/or influencing people and are important in providing client services. Also, skills of persuasiveness or assertiveness as well as a sensitivity to others' point of view are often required to influence behavior, change an opinion, or turn a situation around. Work is patterned involving similar situations and generally requiring only the choice of the correct procedure. Work will be performed in both office and warehouse environments and includes operation of standard office equipment such as copier, telephone, and personal computer and (dependent upon assignment) may include operation of specialized equipment such as automated record-keeping and information systems, scanning equipment, hand trucks and pallet jacks. Physical demands consist of sitting or standing at a workstation for extended periods of time, using specialized equipment on an ongoing basis, and moderate physical exertion in lifting and moving equipment and supplies weighing more than 50 pounds. Work is performed under general supervision where work assignments are subject to instructions and established work routines, and the worker is permitted to rearrange the sequence based on the work situation.

Examples of Work

EXAMPLES OF WORK: (not intended to be all inclusive)

• Receives, processes, records, inputs, indexes, scans, and/or files varied correspondence, information, materials, files, documents, fees, and records.
• Gathers information and assists the general public in completing required forms and documents.
• Composes correspondence without review and/or specific instructions.
• Researches, analyzes, and resolves a variety of job-related work problems based on established guidelines, procedures, laws, rules, and regulations.
• Performs reconciliations for time and attendance and leave.
• Receives and receipts cash or credit card transactions.
• Receives, stores, maintains, prepares, and distributes various supplies and equipment.
• Inspects, scans, and receives packages and freight.
• Sorts and delivers mail to multiple locations.
• Conducts name and criminal history searches through local, state, and national crime information systems.
• Provides information to law enforcement agencies and others.
• Enters information into manual and automated record keeping systems.
• Verifies information and assembles appropriate records for serving of warrants, and other required actions.
• Operates personal computer, computer-assisted information processing systems, and scanning equipment.
• Maintains confidentiality of records and other sensitive information.
• Performs heavy volume customer service.
• Prepares classroom facilities to include set-up of computer(s), projector, and related training equipment and ensures training materials are available onsite.
• Updates training materials as instructed by trainers.
• Operates a motor vehicle, office equipment, and machinery.
• Prepares monthly and quarterly activity reports and completion certificates using various software products.
• Creates and maintains classroom and participant files.
• Schedules training classes and ensures maximum attendance by following up with facilitators and participants.
• Monitors grant reports to ensure compliance.
• Demonstrates proficiency in the City of Jacksonville's competencies.
• Performs related duties as required.

Knowledge, Skills and Abilities

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of laws, ordinances, regulations, and JSO departmental/divisional policies and procedures associated with work assigned.
• Knowledge of alpha and numeric filing procedures.
• Knowledge of standard office practices and procedures.
• Ability to make and verify mathematical calculations.
• Ability to establish and maintain information, record, document, and file systems.
• Ability to prepare reports.
• Ability to analyze and/or review payroll, leave, purchasing, or general budgetary files and records for accuracy and compliance with appropriate laws, policies and procedures, and collective bargaining agreements.
• Ability to gather information from customers, and the general public.
• Ability to follow oral and written instructions.
• Ability to communicate effectively.
• Ability to speak and write English.
• Ability to operate a motor vehicle.
• Ability to establish and maintain effective working relationships.
• Ability to operate a personal computer using email, word processing, database applications and other office equipment.
• Ability to develop classroom schedules.
• Ability to analyze and comprehend written material.
• Ability to lift and move equipment weighing 50 pounds or more.
• Ability to provide high volume customer service.

Open Requirements/Supplemental Information

OPEN REQUIREMENTS: High school diploma/GED. Must have at least one (1) year of higher education or one (1) year of clerical experience. Must be able to type 30 words per minute.

OTHER REQUIREMENTS: The probationary period for this class is six (6) months. Depending on assignment, this classification performs safety-sensitive functions and is subject to pre-employment, random and other drug/alcohol testing programs as set forth in the City of Jacksonville's Drug Free Workplace Policy (0401).

LICENSING/CERTIFICATION/REGISTRATION: If assigned to the Property and Evidence Section, a valid FLA Class E Driver's License is required prior to appointment and must be maintained during employment in this class. Must qualify for prior to appointment, obtain and maintain during employment in this classification a City of Jacksonville Certification as a Public Driver.

The City of Jacksonville is an Equal Opportunity/Equal Access Employer and will provide equal opportunity to all employees and applicants in compliance with all applicable federal and state employment laws and the current interpretation of employment discrimination by the United States Equal Employment Opportunity Commission, as set forth in Directive 0528. There shall be no discrimination or harassment against any person with regard to race, color, sex (including pregnancy), sexual orientation, gender identity or expression, religion, political affiliation, national origin, disability, age, marital status, veteran status, or any other impermissible factor in recruitment, hiring, compensation, training, placement, promotion, discipline, demotion, transfers, layoff, recall, termination, working conditions and related terms and conditions of employment.

Min

USD $41,814.48/Yr.

Max

USD $41,814.48/Yr.