Office Administrative Assistant - Criminal Investigation Division

JOB SUMMARY

The City of Brookhaven is seeking a dynamic and detail-oriented Administrative Assistant to join our team. This role involves crucial responsibilities, including becoming GCIC/NCIC certified, conducting criminal history and driving history checks on City of Brookhaven applicants, managing files in Guardian Alliance, and providing administrative support in various capacities.

ESSENTIAL JOB FUNCTIONS:

• Successfully complete training and obtain GCIC/NCIC certification.
• Stay informed about updates and changes in GCIC/NCIC regulations and procedures.
• Conduct criminal history and driving history checks on applicants in accordance with City of Brookhaven policies.
• Ensure thorough and accurate documentation of findings.
• Conduct criminal history and driving history checks on applicants in accordance with City of Brookhaven policies.
• Ensure thorough and accurate documentation of findings.
• Conduct criminal history and driving history checks on applicants in accordance with City of Brookhaven policies.
• Ensure thorough and accurate documentation of findings.
• Conduct criminal history and driving history checks on applicants in accordance with City of Brookhaven policies.
• Ensure thorough and accurate documentation of findings.
• Conduct criminal history and driving history checks on applicants in accordance with City of Brookhaven policies.
• Ensure thorough and accurate documentation of findings.

• Coordinates communications with other departments and City employees.

• Participates in periodic inspections to establish and monitor compliance as it relates to departmental policies and procedures.
• Possesses strong organizational and multitasking abilities.
• Possesses excellent interpersonal and communication skills.

MINIMUM QUALIFICATIONS:

Knowledge of

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, scanning, recording, transcription, designing forms, and other office procedures and terminology.
• Knowledge of occupational hazards and standard safety practices.
• Principles of training, performance evaluation, and diversity, equity, and inclusion.

• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Occupational hazards and standard safety practices.

Ability to

• Communicate clearly and concisely, both orally and in writing.

• Establish and maintain effective working relationships with those contacted in the course of work.
• Ability to establish and maintain effective working relationships with department personnel, City officials and coworkers.
• Ability to schedule, organize and execute assigned tasks and understand and follow oral and written instructions.
• Ability to manage sensitive and confidential information with discretion.
• Ability to establish and maintain effective working relationships with employees, elected officials, representatives from other agencies and the public.

• Communicate, meet, and deal with the public and employees in a pleasant, courteous manner.
• Ability to manage multiple interruptions and adjustments to priorities throughout the day. Meet standards for physical endurance, agility, health, and vision.
• Act quickly and calmly in emergencies.
• Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.

• Ability to listen and understand directions, information and ideas presented verbally and in writing.
• Ability to manage a variety of customer service issues with tact and diplomacy in a confidential manner.

Education and Training:

The candidate must meet all minimum qualifications outlined below to be eligible to participate in the selection process.

• High school diploma or equivalent; additional education or certification in office administration is a plus.
• Previous experience in administrative roles or similar positions is preferred.
• Strong proficiency in Microsoft Word, Excel, and Outlook.
• Excellent organizational and multitasking skills.
• Effective written and verbal communication abilities.
• Ability to handle sensitive information with discretion.
• Detail-oriented and capable of maintaining accurate records.
• Familiarity with law enforcement or similar background is an advantage.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• Possession of a valid Georgia driver's license and a satisfactory driving record are conditions of initial and continued employment.

PHYSICAL DEMANDS:

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; walk, stand, or sit for prolonged periods of time; occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; to operate and use specialized law enforcement tools and equipment including guns and handcuffs, and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate the equipment.

Hearing: Hear in the normal audio range with or without correction.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential duties.

Employees must be committed to a high standard of confidentiality and be willing and able to comply with all GCIC/NCIC laws and all departmental policies and rules and must be willing to report and/or act on any GCIC/NCIC violations and potential or suspected violations to appropriate supervisory personnel.

The incumbent is expected to meet attendance standards as determined by city management. Employees must be available and willing to work on a full-time basis according to the assigned schedule. Must be available and willing to work overtime (including daily, weekends, and holidays) as determined by management as necessary to meet business needs.

While performing the duties of this job, the employee frequently works in outside weather conditions. The employee occasionally works near moving mechanical parts, in high, precarious places, and with explosives, and is occasionally exposed to wet and/or humid conditions, fumes, or airborne particles, toxic or caustic chemicals, extreme cold, extreme heat, and vibration.

MORAL CHARACTER:

The employee must possess and continue to maintain throughout the course of the role a commitment to the (10) ten essential moral values that build character and instill positive and healthy interactions with others (Respect, honesty, compassion, education, not harming others, hard work, kindness, and gratitude). In addition to, the (5) five principles of autonomy, justice, beneficence, nonmaleficence, and fidelity.

The City has the right to revise this position description at any time and does not represent in any way a contract of employment.