Overview
Administrative Assistant I Jobs in Flagstaff, AZ at Holy Trinity Roman Catholic Newman Center Flagstaf
POSITION: Records Clerk I
EXEMPTION: Non-Exempt
JOB LEVEL: Grade 1
HOURLY RATE: $19.4750
GENERAL POSITION SUMMARY:
Perform receptionist and clerical duties in the Police Department. Work involves answering the phone and dealing with general inquiries, meeting, and greeting all visitors, providing information, scheduling appointments, and acting as liaison between department personnel and callers. Review and process police reports and records information and distribute copies of records to appropriate city departments and outside agencies.
DEFINITION:
The purpose of this position is to perform receptionist and clerical duties in the Police Department.
Position requires an extensive depth of expertise and knowledge in specializing functions or business areas that can be used to develop policies and procedures as well as determining efficient and innovative ways to accomplish the City’s strategic priorities.
SUPERVISION RECEIVED AND EXERCISED
Administrative direction is provided by the Records Supervisor.
GENERAL DUTIES AND RESPONSIBILITIES:
To support the vision, mission, and guiding principles of the city.
Skills in public/employee relations and problem solving. Ability to handle multiple tasks simultaneously. Must have effective communication skills, ability to work in fast-paced environment.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Receives callers, determines their reasons for visiting the office, and provides required information to citizens according to department procedures.
Notifies department personnel of callers’ names and other relevant information and, when so instructed, schedules appointments.
Answers the telephone and deals with general inquiries; directs calls to the appropriate member of staff and, when necessary, takes detailed messages.
Receives and processes payments for fines.
Receives, sorts, and distributes incoming mail and packages.
Prepare outgoing mail and general mail outs with correct postage.
Ensure the reception area is a safe and attractive area for all members of staff; maintain and regularly update leaflet displays and notice boards in the reception area.
Provides general clerical support: types correspondence reports and documents, filing and sending faxes.
Gathers accident, incident, and arrest reports.
Processes insurance requests for accidents and incident reports; forwards or faxes information.
Provides photocopying of press file for review.
Calls in problems for police on portable radios.
Issues vehicle release forms for vehicles that have been impounded.
Orders supplies and cleaning agents for the department, as necessary.
Assist with Open Records request, except those requiring video/audios.
Performs other duties as assigned.
ADDITIONAL DUTIES AND RESPONSIBILITIES
Provides clerical assistance to the Records Supervisor, Courts, and Probation.
Maintains various logs for ticket books and other pertinent information.
Pulls documents for officers, other agencies, courts, DA’s office, or Probation Department.
Any other duties as assigned.
JOB SCOPE
Job has recurring work situations involving high degrees of discretion. The need for accuracy and effective utilization of available resources is high. Errors in judgment could cause disruptions to the City’s mission and adversely impact attainment of the City’s goals. Incumbent operates under the direction of Records Supervisor.
COMMUNICATIONS/CUSTOMER CONTACT
Contacts are across the entire City community as well as outside the city. Community contact is a critical component of success in developing good will and support of City programs and initiatives.
COMPETENCIES/SPECIFIC EXPERIENCE OR TRAINING PREFERRED:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
MINIMUM TRAINING AND QUALIFICATIONS
Any combination equivalent to experience and education that could provide the required knowledge and abilities.
Education:
High School Diploma or GED
One (1) to Two (2) years of general office and secretarial work experience
Equivalent combination of education and experience.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of City geography.
Knowledge of modern office practices, methods, equipment, and standard clerical procedures.
Knowledge of recordkeeping techniques.
Knowledge of statistical recordkeeping techniques.
Knowledge of basic bookkeeping practices.
Knowledge of basic math and accounting practices.
Knowledge of appropriate contacts for related police and court issues.
Skill in operating a computer and entering data into the database.
Skill in performing tasks that require accuracy and attention to detail.
Ability to read and comprehend various technical reports and legal terminology.
Ability to handle confidential information.
Ability to handle stressful situations.
Ability to communicate with confrontational people.
Ability to maintain accurate records.
Ability to type and enter data correctly.
Ability to maintain accurate and complete records.
Ability to prepare monthly reports.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to deal tactfully and courteously with customers and the public by telephone and in person.
Ability to establish and maintain positive working relationships with those contacted in the course of work.
ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL
JOB FUNCTIONS
PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of automated office machines, which may include a computer, printer, typewriter, facsimile machine, copier, calculator, or telephone. Must be able to use body members to work, move or carry objects or materials. Must be able to exert up to twenty pounds of force occasionally, and/or up to ten pounds frequently. Physical demand requirements are at levels of those for sedentary work. Must be able to lift and/or carry weights of twenty to forty pounds.
DATA CONCEPTION: Requires the ability to compare and or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
INTERPERSONAL COMMUNICATION: Requires the ability to speak and/or signaling people to convey or exchange information. Includes giving assignments and/or directions to co-workers or assistants.
LANGUAGE ABILITY: Requires the ability to read a variety of informational documentation, directions, instructions, and methods and procedures. Requires the ability to write reports and essays with proper format, punctuation, spelling, and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.
INTELLIGENCE: Requires the ability to learn and understand relatively complex principles and techniques, to make independent judgments in absence of supervision, and to acquire knowledge of topics related to primary occupation.
VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions.
NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas, add and subtract totals, multiply and divide, determine percentages, and determine time and weight.
FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with office equipment and recording devices.
MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using automated office equipment.
MANUAL DEXTERITY: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.
COLOR DISCRIMINATION: Requires the ability to differentiate colors and shades of color.
INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and receiving instructions. The worker needs to relate to people in situations involving more than giving or receiving instructions such as in interpreting assignments and instructions. Must be adaptable to performing under minimal stress when confronted with an emergency.
PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (talking – expressing or exchanging ideas by means of spoken words). (Hearing – perceiving nature of sounds by ear).
JOB CONDITIONS:
The following physical demands are typically exhibited by position incumbents performing this job’s essential duties and responsibilities. These physical demands are not and should not be construed to be job qualification standards but are illustrated to help the employee and/or applicant identify tasks where reasonable accommodation may need to be for an otherwise qualified person who is unable to perform the job’s essential duties due to an ADA disability. While performing duties of this job, the employee can frequently be in a vehicle and can sit in an office for extended periods of time. The employee will occasionally have to physically control people of varying weight and exert a great deal of physical effort for normally short periods. The employee exhibits good eye/hand coordination when firing a weapon. The employee normally must be able to communicate verbally in a professional manner with general public, and to hear.
The City of Jonesboro is an equal opportunity, drug-free employer committed to diversity in the workplace.
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Title: Administrative Assistant I
Company: Holy Trinity Roman Catholic Newman Center Flagstaf
Location: Flagstaff, AZ
