PD Administrative Assistant

Corporation of Ranson•Ranson, WV

2d•Onsite

About The Position

Provides routine and complex clerical, administrative, and technical support to the Ranson Police Department. The position works under the general supervision of the Police Captain and ultimately the Chief of Police. Duties and requirements may change as determined by the Chief of Police or designee and as the department’s needs change. The Administrative Assistant keeps the public entrance open from 9:00 a.m. to 5:00 p.m. Monday through Friday, excluding holidays, and coordinates lunch coverage to keep the front office open when possible. The role greets visitors, answers telephone calls, routes calls and requests for police service appropriately, and follows department rules regarding confidential information and the limits of the position’s authority. Administrative Assistants do not provide legal advice, represent themselves as sworn officers, disclose private officer contact information or schedules, or discuss police matters outside the department. The position maintains department records and files, permits, and the subpoena calendar; distributes subpoenas according to department procedure; performs authorized background checks limited to RPD records; and handles collected currency and fees through the prescribed electronic receipt and settlement processes. Other duties include administrative tasks assigned by the Captain or Chief, weekly supply inventory, and maintaining effective working relationships with the public, coworkers, officials, and people from diverse backgrounds. The position requires a high school diploma and five years of related experience, or an equivalent combination of education and progressively responsible experience. The work typically takes place in a quiet police department office and involves frequent sitting, speaking or hearing, and use of hands and arms; occasional walking and lifting or moving up to 25 pounds are also required.

Requirements

High school diploma.
Five years of related experience, or an equivalent combination of education and progressively responsible experience, with additional work experience substituting for required education on a year-for-year basis.
Working knowledge of the principles and practices of modern public administration.
Working knowledge of modern records management techniques.
Working knowledge of police department management.
Skill in operating the listed tools and equipment.
Ability to accurately record and maintain records.
Ability to establish and maintain effective working relationships with employees, supervisors, other departments, officials, and the public.
Ability to communicate effectively verbally and in writing.
Ability to comply with confidentiality requirements and restrictions on the authority and information handled by the position.
Ability to perform the stated physical activities, including occasional lifting or moving of up to 25 pounds.

Responsibilities

Keep the public entrance open from 9:00 a.m. to 5:00 p.m. Monday through Friday, excluding holidays, and coordinate lunch coverage so the front office remains open when two assistants are on duty.
Notify the Chief, Captain, or Duty Supervisor when only one Administrative Assistant is available to cover the lobby.
Greet visitors and answer incoming telephone calls.
Route calls for service to dispatch; confirm that reported incidents occurred in Ranson, check the jurisdictional map as needed, and direct requests to an officer or the appropriate jurisdictional department according to procedure.
Protect confidential information and refrain from providing legal advice, DMV information, officer schedules or private cell phone numbers, or representing oneself as a sworn officer.
Maintain RPD automated files, including citations, payment plans, DMV suspensions, accident reports, tow logs, and release forms; file records in an orderly manner as approved by the Chief of Police.
Record and maintain Yard Sale Permits and Special Activity permits so they are accessible to RPD members.
Perform background checks for authorized federal government employees, limited to records directly involving RPD.
Maintain the subpoena calendar; forward received, date-stamped subpoenas through the RPD official group text and place hard copies in officers’ mailbox cubbies.
Receipt all collected currency electronically via InCode and settle or batch credit card machines at the close of each business day.
Check, empty, and receipt the drop box outside the front lobby door weekly.
Perform administrative tasks assigned by the Captain or Chief.
Inventory supply closets weekly.
Establish and maintain effective working relationships with the public, coworkers, elected and appointed officials, and people from diverse cultural and linguistic backgrounds.