Criminal Investigations Administrative Assistant

Town Of Pecos City•Pecos, TX

About The Position

A Criminal Investigations Administrative Assistant performs difficult and varied clerical tasks involved in the processing and timely filing of felony and misdemeanor cases for prosecution with the District/County Attorney's Office. Additional duties performed include: Entering and updating cases in an automated case management records system. This includes monitoring the processing and status of in-custody cases including reviewing jail rosters for time frames of persons incarcerated. Researching and printing required cases for court filing. The Criminal Investigations Administrative Aide is a civilian classification which may be assigned to the Criminal Investigations Division (CID)

Requirements

Must possess a valid Texas Driver's License by hire date.
Because of the confidential, sensitive nature of information handled, successful completion of a background investigation.
Knowledge of: basic telephone etiquette; business English, spelling, and writing techniques; office practices, procedures, and equipment; bookkeeping and statistical methods of recording and compiling data; police operations, objectives, and procedures; and the organization, records systems, and office procedures and practices of the Pecos Police Department CID, particularly with respect to filing cases and release of information.
Skills: operating a PC which is demonstrated by typing a minimum sustained rate of 50 net words per minute (wpm); operating transcribing equipment; filing numerically and alphabetically with accuracy; making arithmetic computations; and the use of duplicating and other electronic office equipment.
Ability to: interpret police report data and recognize errors and omissions; follow oral and written instructions; learn applicable federal and state requirements; compile, tabulate, and record monthly, quarterly, biannual, and annual comparison reports for staff analysis; deal effectively with the public over the telephone and in person; remain calm and think clearly and quickly in emotional and emergency situations; maintain confidentiality and security of records and information; work in an environment which requires several mandatory deadlines to be met; interpret, explain, and receive information for telephone and in-person inquiries; write routine correspondence relating to a specific program or function; and establish and maintain effective working relationships with other City employees, supervisors, personnel from outside agencies, and the general public.

Responsibilities

Communicates with the general public, sworn officers, other City employees, victims, and law enforcement and judicial agencies to answer questions, obtain information, process cases and direct phone calls appropriately.
Instruct and trains subordinates on the job as required in the absence of the supervisor.
Prepares written documents such as case reports, memos, letters, search warrants, court orders, and miscellaneous forms with clearly organized thoughts using the proper sentence structure, punctuation, and grammar.
Reviews the work products of others to ensure compliance with department policies, procedures, and training manual instructions.
Operates a variety of standard office equipment such as a copy machine, personal computer (PC), transcribing equipment, printer, copy machine, scanner, AFIS fingerprint system, submit cases to the County/District Attorney's Office.
Enters data into an automated case management records system to maintain a case log and update case information.
Checks case filings for accuracy.
Utilizes a PC with Criminal or Special Investigations Division shells and formats to type memos, letters, search warrants, major cases, and complaints for court filings.
Prepares time limit cases to be submitted to City Court, Justice Courts, and to the Grand Jury by assembling and copying all the necessary forms, cases, supplementary reports, CJIS checks, and other documents of evidentiary value for prosecution purposes.
Maintains a daily log and updates information on an automated records system of all cases that are submitted to the County Attorney's Office and the City Prosecutor.
Prioritizes and assigns work to personnel such as case filings, transcriptions, and memos in the absence of the supervisor.
Resolves procedural and operational problems in the absence of the supervisor.
Performs mathematical calculations and statistical computations for monthly, quarterly, biannual and annual totals.