OFFICE ASSISTANT

Job TitleThe purpose of this classification is to perform clerical work, perform data entry, and process information and documentation relating to an assigned department/division.Essential FunctionsThe following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.Provides clerical support for an assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; verifies accuracy of entered data and makes corrections.Types, prepares, proofreads, and/or completes various forms, reports, correspondence, logs, police incident reports, Uniform Crime Reports, UCR audit reports, UCR tape transfers, detective reports, supplemental reports, case file reports, supply requisitions, or other documents.Receives various forms, reports, correspondence, police incident reports, witness statements, photographs, missing person reports, arrest/booking reports, coroner reports, supplemental reports, pawn tickets, field interview reports, intelligence reports, miscellaneous incident reports, detective reports, crime reporting guidelines, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.Maintains file system of various files/records for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.Operates fax machine to send/receive documentation; distributes/delivers incoming faxes to appropriate personnel.Processes incoming/outgoing mail; picks up mail from mailroom, post office, or other designated location; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail.Copies and distributes forms, reports, correspondence, and other documentation.Conducts research of department files, database records, hardcopy materials, Internet sites, or other sources as needed.Maintains current manuals, City ordinance manuals, code books, directories, and other reference materials.Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies.Operates a personal computer, printer, typewriter, copy machine, fax machine, calculator, telephone, tape recorder, two-way radio, or other equipment as necessary to complete essential functions, to include the use of word processing, database, email, Internet, or other computer programs.Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via base radio.Performs customer service functions; provides information/assistance regarding department/division services, activities, procedures, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution.Communicates with supervisor, employees, other departments, law enforcement personnel, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.Additional FunctionsProvides assistance to other employees or departments as needed.Performs other related duties as required.Minimum QualificationsHigh school diploma or GED; supplemented by 5 months previous experience and/or training involving general office work, data entry, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Typing 40 wpm. E.O.E.High school diploma or GED; supplemented by 5 months previous experience and/or training involving general office work, data entry, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Operation of GCIC/NCIC criminal information system requires possession and maintenance of valid GCIC/NCIC Terminal Operator certification.