Administrative Assistant - Public Safety (part-time)

Public Safety Administrative Assistant

This position is responsible for establishing and maintaining a favorable image for the City of Woodbury while performing routine and complex administrative duties for the Public Safety Department. Overall supervision is provided by the Assistant Public Safety Supervisor. Tasks may include processing reports; taking, referring, and handling incoming calls; assisting customers in person and over the phone; conducting background checks; processing requests for data; maintaining files; providing administrative support for department personnel; and preparing documents using Microsoft Office products and public safety records management systems. Work schedule: Schedule to be determined between Monday-Friday, 8:00a.m. 4:30p.m., totaling 29 hours a week. Hiring Range: $28.48 - $36.05 per hour Full Salary Range: $28.48 - $39.87 per hour

Essential Duties

Provide exceptional customer service to a wide variety of internal and external customers including residents, crime subjects, crime victims, witnesses, patients, hospitals, legal partners, governmental agencies, and City of Woodbury staff. Work in a cooperative and professional manner; demonstrate a positive, courteous, helpful, and business-like attitude; demonstrate commitment to the organization, initiative, dependability, maturity in relationships with others, and self-confidence. Review and process EMS Fire call reports for accuracy, completeness, and compliance with department procedures and reporting requirements. Receive, review, and process brush burn permit applications. Answer and manage multi-line telephone systems; respond to routine and complex inquiries within scope of responsibility; route calls appropriately; and ensure timely, accurate communication. Prepare and respond to public, private, and prosecutorial data requests in accordance with Minnesota Data Practices Act requirements, records retention schedules, and department procedures. Maintain reports and electronic data (audio, video, and photographic) and prepare responses to prosecutorial, public and private data requests in accordance with data practices and records retention laws. Conduct background checks, interpret results, and make recommendations in compliance with city ordinance and state statute. Maintain strict confidentiality and exercise discretion when handling sensitive law enforcement, victim-related, personnel, or legal data where errors or inappropriate disclosure could result in legal liability, compromised operations, or loss of public trust. Prepare documents using Microsoft Office and specialized public safety systems. Process training registration and maintain training files. Process requests for various licenses and permits. Handle urgent and routine matters within established policies and procedures, frequently requiring independent judgment and the ability to prioritize competing demands in a busy public-facing environment. Fosters an inclusive work culture and advances the City's diversity, equity, and inclusion goals. Maintain and foster an environment which exemplifies the City's Exceeding Expectations philosophy (professional, responsive, leaders). Other duties as assigned.

Qualifications

Minimum Qualifications: Associate's degree in business administration, public administration, criminal justice, or a related field. Five years of administrative support experience. Two years of customer service experience. Intermediate working knowledge of Microsoft Office products Preferred Qualifications: Experience working in a public-facing government or public safety office environment. HIPAA or Data Practices Experience. Proficiency in second language

Environment

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. The employee must also sit and talk or hear for extended periods of time. The employee is required to handle or feel objects, tools, or controls; and reach with hands and arms for a majority of the work time. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work Environment: The work environment is indoor/office, and the noise level is quiet to moderately noisy.