Administrative Secretary- Part-Time

Salary: $17.00 - $22.00 Hourly
Location : Smithfield, UT
Job Type: Part-Time
Job Number: 00136
Department: Smithfield Police Department
Opening Date: 12/06/2023
Closing Date: 12/25/2023 11:59 PM Mountain
Description
Hours- Monday-Thursday 9:00AM-4:00PM
A Smithfield City Police Department Administrative Secretary is a non-sworn civilian authorized to act within a clerical capacity as a representative of the SCPD. The SCPD Administrative Secretary exercises limited discretion in performing a variety of office related activities, manages confidential information, serves as a notary public, GRAMA officer, reviews media reports, and cares for the department information systems. She/he works under the specific supervision of the Executive Assistant to the Chief of Police and general supervision of the Smithfield City Chief of Police.
Examples of Duties
Essential functions as determined under the Americans with Disabilities Act, may include the following duties, responsibilities, tasks, and other characteristics. This list of duties, responsibilities, and tasks is illustrative only, and is not a comprehensive listing of all functions and tasks performed by this position. The approved specifications are not intended to and do not infer or create an employment, compensation, or contract rights to any person(s). The Chief of Police reserves the right to add or change duties at any time.

1. Acts as custodian of department documents and records by updating, maintaining, purging, and overseeing reports and files;
2. Exercise professional customer service through positive public interactions;
3. Receive requests for police assistance, and forwards them on to the officers;
4. Maintain, read, update, and operate computer equipment and software;
5. Prepare, generate, and file reports and other legal documents with government agencies (Bureau of Criminal Identification, Driver License Division, Justice/ District/Juvenile Courts and County/City Attorney Offices) as required by state and federal guidelines;
6. Use proficiently a variety of business machines.
7. GRAMA officer for the department.
8. Perform notary public functions.
9. Answer phones, route calls, and take messages as necessary;
10. Prepare correspondence and public relations cards, reports, schedule appointments, make phone calls, etc.;
11. Read and explain legal documents;
12. Identify, read, process, track administrative paperwork;
13. Attend and take notes at meetings as assigned;
14. Research, gather, and summarize material for statistical reports, inter-agency coordination and agreements, etc.

Duties, Responsibilities, and Tasks

1. Ensure proper coding of a variety of case and incident records/reports, traffic citations, traffic crash reports, and active warrants into the departmental records systems.
2. Maintain an accurate and current database of criminal activities and statistical data reflecting department activity.
3. Provide copies of a variety of records/reports for law enforcement officers, agents of the court, and other authorized persons upon request.
4. Run record checks in response to authorized requests.
5. Provide statistical reports reflecting trends in criminal activity.
6. Act as the agency TAC representative for Utah Bureau of Criminal Identification system which requires creation and maintenance of policy, maintaining non-disclosure agreements, and creating tests and testing system users.
7. Acts as a receptionist/secretary by performing a variety of clerical support work including typing correspondence, sending and receiving e-mail and faxes, filing hard copies of a variety of forms and records, answers incoming telephone calls, determines purpose of calls and routes the information to the appropriate officer.
8. Answers questions from community members concerning the department and provides callers with addresses, directions and general information.
9. Welcomes on-site visitors, determines the nature of their business and announces visitors to appropriate personnel.
10. Takes payment for services and products.
11. Orders, receives and maintains office supplies.
12. Reads and routes incoming mail
13. Locates appropriate reports to be forwarded to the requester.
14. Takes dictation by machine and transcribes notes on a computer.
15. Assist officers in furthering the investigative process by helping to produce Subpoena Ducas Tecams, Arrest/Search Warrants and returns to the issuing judge.
16. Produce and track arrest information to the appropriate court.
17. Passes information to officers through text messages, voice mail, or email.
18. Take notes during staff or department meetings as assigned.
19. Assists the Executive Assistant to the Chief of Police in functions as assigned.

Environmental Factors
The work environment characteristics described here are representative of those an Administrative Secretary may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Intermittent Exposure

1. While performing the duties of this job, the Administrative Secretary may be intermittently exposed to environmental factors with exposure varying in frequency, intensity and duration:
   1. Exposure to fluctuating dust, noise, and odor conditions.
   2. Upset, angry, disgruntled, agitated, and/or mentally ill visitors.
   3. Rare to occasional exposure to blood and other body fluids.
   4. Firearms, blunt and edged weapons.
   5. Interruptions.
   6. Deadlines.
   7. Due to the fluctuation in frequency, intensity, and duration of certain assignments, some periods of moderate to high stress are expected.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Intermittent and Frequent Occasion

1. While performing the essential functions of this job, the employee is required, with intermittent and/or frequent occasion, to:
   1. Sit for extended periods of time.
   2. Reach, handle, and lift and/or move up to 25 pounds, with an occasional need to lift and/or move 50 pounds or more.
   3. Read, listen, and speak.
   4. Hand to eye coordination.

Typical Qualifications
Minimum Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential job functions satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education, Experience and/or Skills

1. High school Diploma or GED equivalent.
2. Knowledge of basic equipment used by SCPD officers including weaponry, communications, life saving devices, computers, recorders, photography, and automotive equipment.
3. Skills in establishing and maintaining effective working relationships with public and private officials including government, law enforcement agencies, courts, city and county officials, criminal justice system staff, schools, businesses, and community members.
4. Skill in establishing and maintaining effective working relationships with law enforcement officers, agents of the court, and the public.
5. Comprehend and follow complex written and verbal instructions.
6. Skill in operating a variety of standard office equipment: have working knowledge of computers and be proficient in operating word processing, internet, and database software.

Language Skills

1. Ability to speak effectively before staff, peers, and citizens.
2. Write routine reports and correspondence.
3. Effectively present information and respond to questions from attorneys, employees, victims, and community members.
4. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, operating and maintenance instructions, procedure manuals, or governmental regulations.
5. Ability to write reports, business correspondence, and procedure manuals.
6. Ability to effectively present information and respond to questions from insurance company representatives, attorneys, victims, complainants, and the general public.

Mathematical Skills

1. Ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals.
2. Ability to compute rate, ratio, percent, and to draw and interpret graphs.

Reasoning Ability

1. Ability to define and solve practical problems, collect data, establish facts, and draw valid conclusions.
2. Ability to interpret a variety of concrete variables in written, oral, diagram, or schedule form.

Career Requirements
The SCPD Administrative Secretary brings to the department numerous personal skills, abilities, and competencies acquired through life's experiences. Due to the credibility afforded to the Administrative Secretary, she or he accepts the charge to continue refining, developing, and acquiring new skills, abilities, and competencies which will enhance to position as well as the professionalism of Smithfield City Police Department.
Continue Professional Development

1. Recommend participation in SCPD Career Development Plan
2. Maintain all certifications required by state and federal guidelines.
3. Attend advanced training courses.

To view our current full-time benefits, click
If the position is advertised as 'part-time" there will be no associated benefits