Administrative Services Associate II - Records and FOIA

City of Lynchburg•Lynchburg, VA

7d•Onsite

About The Position

The City of Lynchburg is an Equal Opportunity Employer. The Lynchburg Police Department is seeking an Administrative Services Associate II to provide office support services in the Records Unit by performing the duties shown below. This role involves responding to requests for services and assistance, clear communication, maintaining confidentiality, problem-solving, writing clearly, reading and sharing information accurately, maintaining accurate records, performing basic math, making thoughtful decisions, prioritizing work, learning new skills, and generating creative solutions. A significant part of the role includes FOIA SUPPORT DUTIES AND RESPONSIBILITIES, which involves coordinating, organizing, and processing FOIA Requests, Court Ordered Requests, and other Records Requests. This includes researching, analyzing, and evaluating data, reviewing and editing Body Worn Camera Footage, and understanding departmental policies, laws governing criminal procedures, and evidence submission. The position also requires preparing correspondence, summaries, and memoranda, and manipulating information in automated databases. The role requires the ability to interpret and follow instructions, analyze records for FOIA compliance, and maintain harmonious working relationships. General administrative duties are also required.

Requirements

Graduation from high school.
Completion of additional technical classes.
Some (6 months – 2 years) general administrative support work experience.
Demonstrates intermediate Microsoft Office skills, advanced skills in at least MS Office application, and basic skill in specific job-related application and equipment.
Minimum of two years database experience.
Must successfully complete IS100 and IS700 National Incident Management (NIMS) training within the first 90 days of employment.
Must complete NCIC training within the first 60 days of employment.
Relevant background checks must be completed and approved.

Nice To Haves

May also be required to complete higher levels of NIMS training as determined appropriate for the position.
Depending on work assignment, may be required to obtain Notary Public license.
Depending on work assignment, may be required to have a valid driver's license issued by the Commonwealth of Virginia and acceptable driving record according to City criteria.

Responsibilities

Respond to requests for more detailed services and assistance.
Listen and get clarification.
Speak in a way that is clear and precise about what is required and clearly pass information on.
Treat others with respect.
Exhibit common courtesy and basic communication skills to build positive working relationships within a team.
Maintain confidentiality.
Focus on solving conflict, not blaming.
Follow through, resolve, and seek feedback regarding questions, requests and/or complaints in a timely manner.
Write clearly and informatively from general information using appropriate grammar and spelling and a writing style necessary to effectively communicate.
Read and accurately share information.
Maintain accurate records using alpha and numeric filing skills.
Add, subtract, multiply and divide using all basic units of measure.
Work with whole numbers, common fractions and decimals.
Use basic math formulas.
Display willingness to make thoughtful decisions.
Exhibit sound and accurate judgment in applying guidelines, policies and procedures.
Support and explain reasoning for decisions.
Prioritize and plan work activities.
Learn new skills and translate prior experience into new skills.
Volunteer readily.
Seek increased responsibility.
Generate creative solutions in assigned areas.
Perform analysis within established policies, precedents and/or procedures.
Provide temporary oversight.
Coordinate, organize and process FOIA Requests, Court Ordered Requests and other Records Requests as required by the Code of Virginia.
Research, analyze and/or evaluate data in response to FOIA requests while monitoring all sources for FOIA requests.
Analyze, based on instruction, records/documents for FOIA and legal process content.
Review, edit, and redact Body Worn Camera Footage when applicable.
Demonstrate an understanding of departmental policies and laws governing criminal procedures and evidence submission and the ability to maintain sensitive and confidential information.
Prepare correspondence, summaries and memoranda to internal and external customers.
Input, delete, retrieve, manipulate and correct information in automated databases.
Interpret and follow oral and written instructions in performing tasks.
Analyze a variety of records, based on instruction, and ensure the release and disclosure of documents adheres to applicable FOIA exemptions and/or exclusions.
Assist the Records Unit with other tasks as assigned.
Communicate effectively in English orally and in writing.
Maintain harmonious working relationships with internal and external customers.
Learn new practices, procedures and equipment operations.
Perform general administrative duties as required.
Perform a variety of duties in support of operational requirements and direct citizen service delivery such as acting as a back-up to other staff and response to weather-related and other emergencies.
Work outside of normal work hours, to report to work during inclement or unusual weather or other conditions or to respond in other abnormal situations.
Accept special assignments and perform as needed to ensure appropriate service delivery during unusual situations and/or when the City Manager declares a State of Emergency.