JOB
The Office Associate I performs a variety of functions with the Administrative Services Division in the areas of customer service, accounting, and the processing and fulfilling of Freedom of Information Act (FOIA) and subpoena requests. This position will also provide administrative support to all departmental personnel including secretarial, clerical, data entry, and basic research duties as assigned. The Office Associate I completes various tasks while working under minimal supervision. Extensive contact with other City employees and the general public is required. POSITION CONTEXT: The position of Office Associate I is assigned to the Police Department and works under the direct supervision of the Records Supervisor. This position routinely handles sensitive and/or confidential information. The Office Associate I is a full-time, non-exempt position represented under AFSCME and requires the ability to work a 37.5-hour work week with periodic overtime. This position routinely handles highly sensitive and/or confidential information. This position will experience contact with internal staff members, outside agencies, and the community at-large.Please click here to view the AFSCME Collective Bargaining Agreement & Wage Schedule. Initial review of applications to begin Friday, October 11, 2024. The position will remain open until filled.
EXAMPLE OF DUTIES
Assists the public at the walk-in window and over the telephone in a courteous, responsible, and knowledgeable manner. Determines nature of the visit and refers to the appropriate personnel. Collects monies and issues receipts for parking tickets, citations, tow payments, and other transactions from the public including cash, check, credit, and other payment types. Balances cash drawer and prepares cash reports according to established procedures. Processes and fulfills FOIA requests, subpoenas, report requests, and reports for other governmental agencies within statutorily provided deadlines utilizing the City’s software system.Prepares all transmittals for arrests and citations for DeKalb County Circuit Clerk.Assists with sex offender registration; schedules appointments for departmental staff; prepares and maintains arrest files, including auditing arrest sheets. Enters and maintains bicycle registration and various department information files.Enters and updates arrest records, incidents, accident reports, warrants, traffic tickets, and other information from handwritten reports into the designated databases.Performs general office duties, including but not limited to, typing, data entry, and filing. Maintains required departmental documentation, filing system, and public informational materials. Opens, sorts, reviews, and routes mail. Assists in the preparation of outgoing mail or bulk mailings including photocopying and distribution. OTHER JOB FUNCTIONS: Prepares reports and other pertinent documentations as requested.Communicates with and assists officers and support staff via telephone and email.Participates in departmental cross-training initiatives to acquire knowledge and skills sets to support departmental efficiency. Completes special projects and other duties as assigned.KNOWLEDGE, SKILLS AND ABILITIES REQUIRED: Knowledge of the principles, practices and methods of governmental organizational analysis and management and the ability to make routine decisions in accordance with laws, ordinances, regulations, and departmental/organizational policies.Demonstrated ability to work independently with minimal supervision while exercising good judgment and initiative.Ability to type/enter data from clear copy or rough draft at a reasonable rate of speed with minimal errors.Demonstrated proficiency in word processing, spreadsheet, and database functions.Excellent customer service skills, including tact and common courtesy.Must have strong verbal and written communication skills and the ability to understand and follow complex verbal and written instructions.Ability to develop and maintain collaborative working relationships with all levels of staff, management, agencies, and general public.Ability to work effectively as a team player, take the initiative and make constructive recommendations to improve overall departmental efficiency.Working knowledge of financial record keeping and application to general accounting principles and techniques.Knowledge of standard cash handling practices including ability to make change without a cash register. Knowledge of business arithmetic.Ability to handle confidential/sensitive materials in a professional manner.Strong organizational and time management skills to meet established deadlines.Knowledge of modern office procedures, methods, and computer equipment.Ability to maintain professional composure and take reasonable action when confronted with difficult situations.Ability to drive to various municipal buildings to deliver materials as needed.
SUPPLEMENTAL INFORMATION
WORKING CONDICITONS/PHYSICAL REQUIREMENTS: Duties are performed primarily in an office setting and will require extended periods of sitting at a desk. While assisting at the walk-in window, this position will routinely transition from a sitting to a standing position, will reach items with arms and hands. The person in this position needs to move about inside the office to assist the public at the walk-in window, access file cabinets, office equipment, etc.The position will have frequent contact with others and may require prolonged periods of concentration and the ability to cope with numerous interruptions and changing priorities. Physical ability to hear ordinary conversation, such as questions from the public, as well as other sounds, such as the telephone ringing, etc.This position will occasionally lift/move up to 25 pounds. EQUIPMENT USED: General office equipment including computer, printer, scanner, copies, folding and postage machine, adding machine, and multi-line telephone. ADDITIONAL INFORMATION: This position may require flexibility in scheduling to maintain minimal staffing level for walk-in counter operations.SELECTION PROCESS: The selection process includes submission of an application, interview, and a background check. A drug screen is completed upon conditional offer. STATEMENT OF OTHER DUTIES DISCLAIMER: The preceding job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this position. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job. Please click here to view the City's policy regarding the hiring of immediate family members of a current City employee, elected official, or appointed official prior to completing an application for employment.The City of DeKalb is an Equal Opportunity Employer