PD Administrative Assistant

Corporation of Ranson•Ranson, WV

18h•Onsite

About The Position

Provides routine and complex clerical, administrative, and technical work for 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 be changed by the Chief of Police or designee. The position supports public access to the department, handles inquiries and calls within defined limits, maintains department records and calendars, processes currency and fees, and performs other administrative tasks. Administrative assistants must protect confidential information, avoid representing themselves as sworn officers, and follow department policies and procedures.

Requirements

High school diploma and five years of related experience, or an equivalent combination of education and progressively responsible experience, with additional work experience substituting for required education year for year.
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 perform the described physical duties, including occasional lifting or moving of up to 25 pounds.

Responsibilities

Ensure the public entrance is 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 possible.
Greet visitors and answer incoming telephone calls.
Forward calls requesting an officer response to dispatch; route lobby requests concerning incidents to an officer when available, or request an available officer by radio. Confirm jurisdiction and direct people to the appropriate department when an incident is outside Ranson.
Avoid giving legal advice or DMV information, and do not provide officers’ schedules or private cell phone numbers to the public.
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 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; date-stamp received subpoenas, notify officers by official group text, and place hard copies in officers’ mailbox cubbies.
Receipt collected currency electronically through InCode, settle credit card batches at the close of each business day, and check, empty, and receipt the exterior drop box weekly.
Complete administrative tasks assigned by the Captain or Chief.
Inventory supply closets weekly.
Maintain effective working relationships with the public, coworkers, elected and appointed officials, and people from diverse cultural and linguistic backgrounds.
Protect information obtained or overheard and do not discuss police or personal matters concerning suspects or victims outside the department.
Do not accept gratuities, use personal social media during work hours, or identify as a law enforcement officer.