General Purpose

Performs full administrative duties to include public contact for the Police Department. This position will greet the public and answer incoming phone calls. Assist with current Records Management System procedures. Oversee invoicing submission to Accounts Payable. Assist with processing GRAMA records requests. Assist with monthly NCIC Validations along with other duties as assigned.

Reporting Relationships

Supervision Received: The Police Administrative Assistant I works under the general supervision of the Administrative Sergeant.

Supervision Exercised: N/A

Essential Functions

• Communicates in a positive and effective manner while using telephone communication system. 
• Receives, and directs public telephone calls. 
• Receives and directs citizens that come into the office; provides routine information to the public and other entities and agencies. 
• Performs experience level secretarial tasks of a confidential nature, including but not limited to producing letters, reports, and memorandums as needed by Administration.

Records Officer:

• Responds to basic Government Records Access and Management Act (GRAMA) requests from all legal recipients by assuring that the record is accurately classified and released accordingly. 
• Coordinates monthly billing of LexisNexis and Metro Reporting for GRAMA Requests as needed. 
• This position works under the direction of the Certified Records Officer.

LIVESCAN:

• Perform basic fingerprinting detail utilizing the LIVESCAN fingerprint system to assist the public with employment, Utah Driver Privilege Cards and background checks.
• Collects fees according to specific service.

Other Records Duties:

• Maintain office supplies and place orders accordingly to keep items stocked for the function of the police department. 
• Invoicing. Submit invoices to Accounts Payable in a timely manner. Maintain invoices in the City Google drive folder. 
• Assist members of the police department with various clerical requests/tasks upon availability and as needed. Perform other duties as assigned. 
• Assist with processing Spillman Records Management system police reports and citations. 
• Assist with monthly NCIC Validations. 
• Assist with Video management submission to the City Attorney and DA Attorneys. 
• Alt TAC certification and responsibilities. 
• Expungement procedures for the public, along with Utah Code 77-40a-201 -- 77-40a-203 Automatic Expungement that became effective 05/04/2022).

Education and Experience

• This position requires an Associate's Degree in Business or a related field of study; or 
• Two years of increasingly responsible administrative or secretarial experience; or 
• An equivalent combination of training and experience.

Experience in a government setting is highly desirable, particularly that which is specific to municipal organizations, ordinances, rules, policies and procedures.

Required Knowledge, Skills and Abilities

• Office administration practices and procedures. 
• Spillman Records Management System.
• Correct English usage including spelling, grammar, and punctuation. 
• Use of word processing, spreadsheet, database, and other standard software to create documents and materials requiring the interpretation and manipulation of data. 
• Standard filing and purchasing practices and procedures. 
• Communicating effectively orally and in writing. 
• Attention to detail.

Work Environment and Physical Demands

This position normally works in a safe, climate-controlled environment. Tasks may entail muscu lar strain, including walking, standing, stooping, sitting, reaching, and lifting up to 25 pounds. Talking, hearing, and seeing are essential to performing job requirements. Common eye, hand and finger dexterity is required for most essential functions.

While performing the duties of this job, the Adm nistrative Assistant I will use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with city staff, customers, the public and others encountered in the course of work.

Selection Guidelines

A formal application and résumé is required; finalists will interview with the appropriate hiring authority as designated by the city council. Applicant must pass a pre- employment drug test and background check, and upon employment, must possess a valid Utah driver's license.