Administrative Assistant II - Police Records Division

Administrative Assistant II - Police Records Division

Under general supervision, this position performs administrative support to the Police Records Division in an often sensitive and rapidly changing environment.

Examples of work to be performed:

• Provide administrative, technical, and clerical support through a variety of duties, including, but not limited to: researching, compiling, and analyzing information from various sources.
• Receives telephone calls and visitors, and routes to appropriate personnel if needed.
• Receives and processes Open Records Requests.
• Composes letters, statements, memos, labels, and other documents, as directed.
• Processes orders to seal, non-disclosure orders, and expunction orders.
• Assists with records management and destruction.
• Provides exemplary customer service and is skilled with multi-line phone system.
• Maintains absolute confidentiality and discretion of City information and job-related issues.
• Establishes and maintains department files.
• May require attendance after hours or weekends.
• Any other tasks or assignments as directed by the Chief of Police or designee.

Other duties may include:

Required knowledge skills and abilities:

• Ability to handle confidential matters.
• Advanced computer skills including, but not limited to: Microsoft Word, Excel, PowerPoint, Adobe Products, and Google Suite applications.
• Excellent written and verbal communication skills.
• Ability to establish working relationships with all levels of management, City Officials, co-workers, and the general public.
• Must meet deadlines and perform multiple tasks accurately.
• Must have a self-starter attitude and be able to meet deadlines while juggling multiple tasks.
• Ability to understand and follow oral and written instructions and to request clarification when needed.
• Organized and ability to prioritize.

Required education, training and experience:

• High school diploma or equivalent required.
• Minimum five years of administrative work or related field experience, preferably in a municipal setting.

Desired training and experience:

• Prefer college degree in Business Administration, Marketing or Public Relations.
• Experience with completing open records requests.

Essential physical functions:

• Extending hand(s) and arm(s) in any direction, particularly for sustained periods of time.
• Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
• Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Applying pressure to an object with the fingers and palm.
• Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
• Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound

The physical requirements of this position:

Sedentary work. Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

The visual acuity requirements including color, depth perception, and field vision.

The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.

Americans with Disabilities:

The City of Mansfield complies with the Americans with Disabilities Act of 1990 and it is our policy to ensure that no person is discriminated against based on their disability. The City of Mansfield offers equal employment opportunity to qualified individuals and strictly prohibits the discrimination against qualified individuals on the basis of disability. The City of Mansfield shall provide reasonable accommodates to applicants and employees who are otherwise qualified to perform the essential job duties when doing so does not create an undue hardship for the city.

Equal Employment Opportunity Employer:

The City of Mansfield provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. The City of Mansfield is mandated by federal law to provide a drug-free working environment for the safety of its employees and the public. All employment is contingent upon passing a post-offer employment drug test and /or physical.

City of Mansfield, Texas Municipal Government