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Secretary/ReceptionistPosition Description
Department: Police
Immediate Supervisor: Support Services Supervisor
Pay Grade: 6N
FLSA Status: Non-Exempt
Last Updated: (date) 01/2024
Positions Supervised: N/A
Position Summary
The Secretary/Receptionist performs secretarial duties utilizing knowledge of law enforcement, office, and crime prevention procedures. Transcribes law enforcement reports, statements, and correspondence. Performs a variety of receptionist duties including, but not limited to, answering telephone, taking messages, directing questions and welcoming visitors.
- Performs receptionist/secretarial duties.
- Receives, screens and routes calls, and greets visitors; provides information, explanations, and assistance to the public and other employees.
- Monitors and responds to multiple criminal justice communications systems and disseminates information when appropriate.
- Types documents, i.e., memos, correspondence, reports, statements, etc., from recorded material using word processing equipment. Disseminates typed documents to the appropriate personnel.
- Proofreads documents to ensure accuracy of copy, grammar, punctuation, and syntax.
- Sorts and delivers mail.
- Keeps various interoffice electronic files updated.
- Monitors BCA-generated messages – distributes pertinent information as necessary (training, officer safety, and immediate area information).
- Faxes documents and routes incoming faxes as needed.
- Scans documents into digital storage software.
- Performs data processing duties.
- Accurately and thoroughly develops, prepares, and enters data into the record management system, state database, and scanning system.
- Receives BCA-generated messages, distributes and replies as necessary, and obtains information for other departments.
- Enters data into the National/State database and validates such files on a monthly basis.
- Answers and assists sworn and non-sworn officers by obtaining information and/or performing duties in person, via telephone, and/or mobile computer.
- Performs other Police Department duties.
- Administers Alarm Permit Program.
- Monitors holding-room security cameras.
- Keeps track of officer’s schedules.
- Monitors building security.
- Collects and distributes money for various city fees and fines.
- Keeps track of vehicle impounds.
- Performs other essential job duties.
- Regular and timely work attendance.
- Follows all safety procedures.
- Participates in safety training.
- Knowledge of switchboard functions.
- Ability to use computer, word processing software, phone, copier, and other standard office equipment and machines such as facsimile, video recording, surveillance cameras.
- Ability to accurately type 60 wpm.
- Ability to communicate effectively.
- Ability to establish effective working relationships through various groups within the city.
- Ability to present a positive and professional image of the city to the public.
- Ability to work independently.
- Ability to handle multiple incoming lines with multiple extensions.
- Ability to read, write, comprehend, and follow basic instructions.
- Ability to pass Criminal Justice Information System certification.
- High school diploma or equivalent.
- One year experience as a Secretary/Receptionist.
- State certification on Criminal Justice Information System or ability to obtain within six months.
- Demonstrated experience in Microsoft Office software.
- Additional experience as a Secretary/Receptionist.
- Postsecondary secretarial course work or graduation from an accredited school in clerical/secretarial skills.
Physical Requirements
Physical Requirement Frequency
ESSENTIAL
Standing or Walking Daily
Sitting Daily
Bending or Stooping Daily
Crouching or Kneeling Daily
Pushing/Pulling Occasionally
Repetitive Movements Daily
Twisting/Turning Daily
Lifting Objects Above Shoulder Daily
Lifting Objects Waist to Shoulder Daily
Lifting Objects Knee to Waist Daily
Lifting Objects Floor to Knee Daily
Carrying Objects Daily
Working at Heights 1-4 times per year
Balancing 1-4 times per year
Exposure to Noise Occasionally
Operation of Telephone/Radio Daily
Computer/Typewriter Operation Daily
Requires Good Hearing Daily
HIGHLY IMPORTANT
Requires Good Vision Daily
Work Schedule
40 hours per week, Monday through Friday, 8:00 a.m. to 4:30 p.m.
Also requires work on rotating Sunday's to type in-custody reports. Rotation is typically once every five weeks on Sunday. If called in, the length of time varies depending on the number of reports to be typed but is typically 2 to 6 hours.
This Position Description is not intended to be all-inclusive. It is within the City of Elk River’s discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time.
This Position Description does not constitute a Contract of Employment.
Application Deadline
Interested candidates must complete the online application by the end of the day on Wednesday, February 14, 2024, to be considered for this position.
If you require assistance with the application process please call 763.635.1000 and ask for Human Resources.
The City of Elk River is an Equal Opportunity Employer.
Experience
Required- 1 year(s): Secretary.receptionist, front desk area.
- Demonstrated experience in Microsoft Office software.
Education
Required- High School or better
Licenses & Certifications
Preferred- Cert Crim Jus Info Sys
