Administrative Assistant / Records Specialist (Pittsburgh)

Administrative Assistant / Records Specialist

The Collier Township Police Department is seeking qualified applicants for the position of an Administrative Assistant / Records Specialist. A qualified applicant will serve as a personal assistant to the Chief of Police, handle all records pertaining to the police department and provide other technical or administrative tasks related to the functioning of the police department and the proper disposition of evidence / property held by the department.

JOB SUMMARY

The Police Administrative Assistant / Records Specialist performs a wide variety of specialized and confidential administrative, clerical, and technical duties in support of the Police Department. The primary responsibilities include processing and maintaining police records, providing information and assistance to the public and law enforcement personnel, and performing data entry and records management. This position requires a high degree of confidentiality, integrity and discretion.

Customer Service

They will serve as the initial point of contact for the public via telephone, email, and at the front counter. Provide general information, direct callers to the appropriate department personnel, and handle inquiries in a professional and courteous manner.

Records Management

They will process, file and maintain confidential law enforcement records, including incident reports, arrest records, accident reports and citations as in accordance with applicable guidelines and laws. They will maintain an inventory of department supplies, requisitions and equipment.

Data Entry

Accurately enter and update data into the law enforcement report system and state / national computer systems (e.g., NCIC, CLEAN etc.) and maintain any records regarding the same internally.

Report Processing

Review and process police reports for accuracy, completeness and adherence to established policies and legal requirements. Redact confidential information from reports in accordance with state and federal laws.

Subpoena Management

Receive and track subpoenas for department personnel, coordinate with court officials, and notify staff of upcoming court appearances.

Evidence & Property

Assist in the administration of the property and evidence room, including inventory, storage, and release of items in accordance with strict protocols. Determine the appropriate and lawful disposition of property and maintain accurate accounting for all evidence / property transfers and releases.

Financial Tasks

Process various payments, including those for permits, licenses, and reports. Assist with accounts payable / receivable and other basic bookkeeping tasks. Prepare and verify payroll data and coordinate with the finance director regarding payroll.

General Administration

Handle incoming and outgoing mail, manage office supplies, and perform other clerical duties as assigned.

MINIMUM QUALIFICATIONS

High School Diploma or GED equivalent.

An Associates degree in business administration, criminal justice or a related field is preferred.

Two (2) to Four (4) years of experience with a police agency with duties closely related to those described above, or an equivalent combination of education / experience is highly desirable.

KNOWLEDGE, SKILLS & ABILITIES

Proficiency in modern office procedures, methods, and equipment, including a strong working knowledge of the Microsoft Office Suite.

High-level typing and data entry accuracy.

Knowledge of local, state, and federal laws and regulations pertaining to law enforcement record management, privacy, and public records disclosure.

Excellent organizational skills and strong attention to detail.

Ability to communicate effectively, both orally and in writing, with law enforcement officials, other agencies and the public.

Ability to maintain confidentiality and use discretion when handling sensitive information.

Ability to work independently and manage multiple tasks with frequent interruptions.

SPECIAL REQUIREMENTS

Must be Bondable

Must be free of criminal convictions which would preclude handling or accessing any sensitive law enforcement information.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Sitting and standing for extended periods may be required along with bending and lifting items of more than 15 lbs. both overhead and at floor level. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ADDITIONAL REQUIREMENTS

Must be able to successfully pass an extensive background investigation, including a criminal history check.

Must possess a valid drivers license.

COMPENSATION PACKAGE

Starting salary $50,000-$55,000 commensurate to experience.

Retirement pension

APPLICATION PROCESS

Interested candidates who meet the qualifications should submit an application to :

Collier Township Manager, George Macino

Re : Administrative Assistant / Records Specialist

2418 Hilltop Road

Presto, PA 15142

Collier Township is an Equal Opportunity Employer

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