JOB
Performs diverse, routine and complex administrative, clerical, secretarial, technical and support activities such as preparing and composing correspondence and reports, answering telephones, providing customer assistance, receiving the public, distributing documents and information, developing record management systems, scheduling appointments and arranging meetings, coordinating communications between departments or the general public; and assisting in the administration of the standard operating policies and procedures of the city. In addition, a clerk may be required to attend an evening or weekend city meeting or community event to assist other city personnel with clerical matters related to the meeting or event.Please note that an extensive background investigation is required to confirm the integrity and honesty of the candidate, including a lie-detector examination after a conditional offer.
EXAMPLE OF DUTIES
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Performs general office functions in support of the department including mail processing, copying, maintaining complex or specialized tracking systems; and keeping departmental files and records. Develops and improves records management systems, work order tracking, or related processes to facilitate data retrieval and department information needs.Greets and assists walk-in customers or anyone having business with the Police Department.Maintains a calendar of events and meetings for senior department personnel, schedules appointments and arranges meetings; coordinates communications between appropriate superior and other governmental officials or the public in general.Provides administrative support to supervisor(s) by communicating to staff as directed and communicating problems or issues to supervisor.Responds to telephone call and visitors; responds to inquires and complaints or directs non-routine matters to the appropriate authority for disposition.Answers inquiries requiring policies, rules and regulations; responds to public record requests. Ensures compliance with the city’s record retention schedule for documents associated with the department.Receives and records payments for various fees; issues receipts.Compiles and prepares correspondence, statements, reports, documents, studies, records, and other related material from source material such as weekly crime, offense and arrest reports to the news media; uses judgment in evaluating validity of data to ensure reporting accuracy; determines layout and format for documents; and, submits reports/records to requesting parties as required. Prepares monthly, quarterly and annual reports for various agencies.Assists in the procurement of department materials and supplies.Maintains department record retention program(s).Enters data into spreadsheets and/or data bases and organizes data in a manner that facilitates effective interpretation and document creation.Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.Maintains and manages an inventory of forms, applications and office supplies.Provides clerical support, as needed, to any other city department as assigned. Depending on departmental assignment, may occasionally perform clerical duties at a city council/board/commission meeting, or during a community event.Conducts record checks on individuals.Maintains residential and business alarm data and prepares monthly billing for such.Operates identification badge software/equipment and digital fingerprinting equipment (including Child IDs) for employees and members of the public; performs audits on such equipment.Processes paperwork related to criminal and traffic citations, subpoenas, and Ohio Bureau of Motor Vehicles. Coordinates court subpoenas and scheduling; fills requests for special duty.Creates, edits and tracks forms used by the department.May assist other department or city personnel during public community events.Maintains and utilizes the comprehensive Law Enforcement Records Management System (“LERMS”). Delivers mail and paperwork to the various departments within New Albany as well as within and beyond the County to applicable court system, e.g., Franklin County Municipal Court, Licking County Municipal Court.
SUPPLEMENTAL INFORMATION
Ability to: effectively meet and communicate verbally and in writing with residents, city personnel, and the general public; use independent judgment, common sense, and principals of influence and rational systems in the performance of tasks; establish and maintain effective working relationships; drive a City vehicle; perform cashier duties accurately; work with frequent interruptions; handle confidential material in strict confidence; write legibly, use proper grammar and punctuation to prepare reports, letters, memos, correspondence and other job related documents using prescribed format; follow oral and written instructions; use a records management system (RMS); operate a variety of automated office machines including calculator, copier, computer, and telephone system; exert physical effort in light to moderate work involving lifting, carrying, pushing and pulling; type in a sustained and continuous manner; learn new and specialized software; add, subtract, multiply, divide, calculate decimals and percentages, measure data; comprehend a variety of reference books and manuals including codified ordinances, maps, computer handbooks/manuals, etc.; maintain confidentiality of restricted information; work under stressful conditions, to respond to spontaneous situations and balance priorities within and between offices and departments; maintain personal composure and tactfully handle difficult situations and interpret questions correctly; behave in a friendly, understanding, and helpful and professional manner with coworkers, supervisors and the general public; advise and apply policies, procedures and standards to specific situations; explain, demonstrate and clarify to others within well-established policies, procedures and standards; work outside regular business hours or on weekends to assist with community events. Knowledge of: principals and procedures of record keeping; specific terms, principals and practices of law enforcement and courts; policies and procedures of the department and citywide. Skill in: using computer software programs including, but not limited to, Microsoft Office; maintaining manual and computerized record keeping systems and data base applications; communicating with the public; providing excellent customer service to internal and external customers; scheduling, organizing, and prioritizing work assignments, project tasks and activities; accurately recording and delivering information and meeting deadlines.