Office Assistant (Police Central Records)

City of Hampton•Hampton, VA

5d•Onsite

About The Position

The Hampton Police Division is looking for a dedicated Office Assistant to join our Central Records team. In this role, you'll play a vital part in supporting law enforcement operations by handling a variety of administrative tasks that keep our department running smoothly. If you're dependable, proactive, and ready to make a difference behind the scenes, we want to hear from you! The City of Hampton is a proud V3 (Virginia Values Veterans) employer and a designated Military Spouse-Friendly Employer, committed to supporting veterans and military spouses. Hampton is a vibrant waterfront community celebrating and embracing 400 years of history and innovation, creating an even more dynamic future. Hampton offers excellent benefits, career and professional development, tuition reimbursement and other benefits.

Requirements

Graduation from high school or successful completion of the GED.
Ability to efficiently use a computer and other office equipment to complete tasks.
Good knowledge of office terminology, procedures, and equipment.
Working knowledge of Microsoft Office software.
Good understanding of business arithmetic and English.
Ability to learn complex computer programs.
Ability to maintain records and attention to detail.
Ability to follow complex oral and written instructions.
Ability to establish and maintain effective working relationships with diverse populations.
Effective oral and written communication skills.
An acceptable combination of education and experience may be considered.
Must possess a valid driver’s license.
Must have and maintain a satisfactory driving record based on the City of Hampton’s criteria.
Must successfully pass a background check prior to any offer of employment or promotion.
Ability to maintain confidentiality of all information.
Ability to make sound independent judgments within the context of established departmental and City policies and procedures.
Requires contact with other City departments, the general public and other agencies.
May require duties to be performed during evenings and weekends as scheduled.
May be required to obtain and maintain NCIC/VCIN certifications.
May be required to complete a Police Division background investigation to include a polygraph examination and pre-employment drug testing.

Responsibilities

Types a variety of correspondence, reports and forms.
Types minutes of meetings, newsletters, annual reports, purchase orders, and authorization for payment forms.
Uses word processing system to compile and update a variety of membership rosters, mailing lists, form letters or other documents.
Operates standard office machines, personal computers, word processors and other equipment.
Reviews all work for accuracy and completeness.
Sorts reports, compiles data and maintains files of correspondence, reference materials, statistical records, etc.
Cross indexes and files data to ensure ease of location.
Performs data entry duties.
Maintains confidentiality of all information.
Receives, sorts, and distributes incoming mail.
Answers telephone, receives and greets visitors, ascertains nature of business, answers general information questions and/or refers the caller to appropriate individual or department.
Ensures that coworkers are informed of all calls received during their absence.
Maintains appointment calendar of supervisor.
Collects financial/statistical data and posts it accurately on prescribed forms.
Assists in planning and implementing departmental functions or special events.
Assists colleagues with day-to-day responsibilities as needed.
Assists with special projects as needed.
Demonstrates regular and punctual attendance.
Performs other related duties as required.