What are the responsibilities and job description for the Legal Office Assistant - Police position at City of Myrtle Beach?
To be considered for this position, applications must be filled out completely and contain all employment history. Any gaps in employment greater than 6 months should be explained in the question section of the application.
Job Announcement
Job Description
City of Myrtle Beach, South Carolina
JOB DESCRIPTION
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.
Police Legal Office Assistant
JOB SUMMARY
The purpose of this classification is to provide primary administrative legal support to the police department divisions.
ESSENTIAL JOB FUNCTIONS
Greets visitors and the general public; provides information/assistance regarding department services, procedures, documentation, or other issues on the phone or in person; distributes forms and documentation; responds to routine questions or complaints related to cases; research problems/complaints and initiates problem resolution related to case investigations and works regularly with certified and non-certified personnel.
Answers incoming telephone calls; communicates with the general public, visitors, City staff and other individuals; provides routine assistance; refers callers to other staff members as appropriate; forwards calls to appropriate departments; takes messages.
Prepares municipal court and high court case file reports as directed by officers; organizes case files to include tickets, warrants, record check requests, dispositions, etc.; types, reviews, and submits documentation to appropriate personnel to include the city prosecutor’s office.
Responds to requests for discovery material; compiles necessary information including medical records, evidence sheets, documents, incident and uniform crime, reports, statements, or other evidence, in compliance with discovery statutes and laws as directed by officers.
Distributes documentation between department/staff members and internal/external individuals/agencies; operates fax machine to send/receive documentation; distributes/delivers incoming faxes, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; processes outgoing mail; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
Relieves officers of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation; types, composes, edits, or proofreads correspondence on behalf of staff; records and/or transcribes correspondence, statements, minutes, or other information; keeps management informed of significant matters, messages, documentation, or other information. Reviews deadlines for tasks of unit and division personnel to ensure compliance.
Maintains file system of various files/records, including jury trial rosters and files; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.
Processes documentation pertaining to expenditures; prepares purchase orders and forwards purchasing data to the police Administrative Division Office Assistant team members; reviews invoices, purchase orders, or other documents for accuracy; research discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment.
Processes documentation pertaining to budget for department; assists with budget preparation.
Maintains inventories of supplies, forms, and equipment; ensures availability of adequate supplies to complete work activities; prepares purchase requisitions for needed materials, equipment, and supplies; receives/distributes incoming supply shipments; reviews/codes invoices and forwards for payment; maintains equipment; schedules repairs and/or maintenance as needed.
Prepares, types, proofreads, and/or completes various forms, reports, correspondence, schedules, calendars, check requests, invoices, disclosure letters, plea agreements, tickets, warrants, records requests, disposition sheets, victim case files, inventory records, charts, graphs, spreadsheets, or other documents.
Receives various forms, reports, correspondence, logs, legal or medical documents evidence, evidence sheets, incident reports, victim statements, plea offers, plea dispositions, policies, procedures, manuals, handbooks, directories, reference materials, or other documentation; reviews, completes, proofreads, processes, forwards or retains as appropriate.
Communicates with supervisors, City officials and employees, vendors, local businesses, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Operates a personal computer, telephone, general office equipment, or other equipment necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.
ADDITIONAL FUNCTIONS
- Performs other related duties as assigned, requested and required.
Minimum Qualifications
Education and Experience:
Associate’s degree with course emphasis in office administration or secretarial sciences or paralegal; supplemented by three (3) years of experience in administrative and clerical work, experience in a legal or law enforcement office is preferred., Will be required to complete a confidentiality agreement, security awareness training, and pass a background investigation.
Licenses or Certifications:
Must possess and maintain a valid driver’s license.
Will be required to obtain a Notary Public designation.
Special Requirements:
None.
Knowledge, Skills and Abilities:
- Knowledge of office equipment, processes, and practices.
- Knowledge of customer service principles.
- Knowledge of assigned department programs, policies and procedures.
- Knowledge of bookkeeping.
- Skill in typing.
- Skill in gathering information before taking action.
- Skill in marshalling resources to get things done.
- Skill in breaking down goals into achievable steps.
- Skill in communicating, both verbally and in writing.
- Skill in eliminating roadblocks in solving problems.
- Skill in performing addition, subtraction, multiplication, and division; calculating decimals, percentages, and fractions; and interpreting graphs.
- Skill in organizing.
- Ability to listen.
- Ability to establish rapport.
- Ability to pay attention to details.
- Ability to manage time.
- Ability to determine, calculate, tabulate, or summarize data/information.
- Ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
- Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
- Ability to utilize a wide variety of reference and descriptive data and information.
- Ability to carry out instructions furnished in written, oral, or diagrammatic form.
- Ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.
PHYSICAL DEMANDS
The work is sedentary work. The employee is occasionally required to exert up to 10 pounds of force to move objects. Additionally requires: crouching, handling, hearing voices, lifting, manual dexterity, mental acuity, reaching, repetitive motion, speaking, stooping, expressing ideas by the spoken word, and visual acuity in data/color/inspect defects or measurements. Tasks may require the ability to: sit for extended periods of time at a keyboard or work station.
WORK ENVIRONMENT
Work is performed in an office setting where essential functions are regularly performed without exposure to adverse environmental conditions. Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.
The City of Myrtle Beach has the right to revise this job description at any time. This
description does not represent in any way a contract of employment.
Supplemental Information
City of Myrtle Beach Benefits
No Cost Health, Dental & Vision Insurance for Fulltime Employees
401K & 457 Plans Available
State Retirement
Employee Wellness Clinic
Flex Spending Account
Employee Assistance
And much more
Equal Opportunity Employer
The City of Myrtle Beach commits to a policy of equal employment opportunity for applicants and employees, complying with local, state and federal laws. The City’s policy is to employ qualified persons without discrimination on the basis of any protected characteristic, including race, color, religion, national origin, citizenship, sex, political affiliation, veteran’s status, age, genetic information, sexual orientation, gender identity, to include transgender status, disability or status in any other group protected by federal/state/local law.
For questions regarding this position or the application process, please contact the City of Myrtle Beach Human Resources Department at 843-918-1114 or humanresources@cityofmyrtlebeach.com.