JOB TITLE:  POLICE SUPPORT SPECIALIST
DEPARTMENT:  POLICE
REPORTS TO:  POLICE LIEUTENANT
RATE OF PAY:  $14.60 PER HOUR
 
NATURE OF WORK
                This is responsible, advanced work providing important clerical assistance and file maintenance of court records in the Records and Services Unit Division of the Police Department.
                Work involves responsibility for typing, recording and filing forms, reports, and correspondence in an accurate and timely manner and may include: receiving, recording, and filing the court disposition onto an arrestee's record; or maintenance of filing systems for case folders, including filing, typing, and/or mailing a variety of materials relating to transcripts, maintaining habitual offender files in the computer, and preparation of materials to be used in court cases.
               Work requires the exercise of initiative, independent judgment, and discretion in handling delegated administrative details, and the performance of various other clerical duties.
               Decisions are normally limited by established precedents and departmental policies.  Advice is normally available relative to unusual or difficult matters.   Work is subject to review by the Sergeant in charge of the Unit. 
 
EXAMPLES OF WORK 
                Routes court documents to appropriate courts. Posts General District and Juvenile and Domestic Relations Court dockets each week in a timely manner prior to court dates. Prepare listing of defendants to be processed when arrest reports are pulled, updating these records after fingerprinting. Sort daily arrest sheets; check accuracy of arrest records previously entered in the computer with the correct personal data. Post current arrests to an established record or create a new record for new arrestees. Request Circuit Court case dispositions and update the appropriate arrestee’s criminal record on the computer system. Maintains monthly reportable arrest data.  Records new petitions, summons, and warrants in computer system; Prints jacket and sends to correct jurisdiction, typing out correspondences as needed before and after service.  Maintains outstanding warrant files on computer and manually. Enters all felonies into NCIC/VCIN through communications within 72 hours by completing form for this procedure and checking for accuracy, also removes them once served. Checks monthly validations of warrants entered into NCIC/VCIN and transmits the validation. Prepares for audit of warrants entered into NCIC/VCIN. Prepares and records officer daily activity reports monthly and annually. Compares traffic reimbursement reports, send notification letters to guilty offenders, maintains payment spreadsheet, prepares delinquent offenders for tax write off.  Maintains file for Most Wanted list. Prepares list and court orders of warrants from outstanding to be destroyed.
Update the appropriate criminal record from a list of Juvenile and Domestic Relations Court dispositions. Processes requests for and maintains file on concealed weapon permits. Transfer mug shots daily to the correct record in the computer, maintains permanent record of all mug shots taken by filing printouts in jackets with copy of arrest sheet. Composes media list of mug shots entered weekly and burns CD to distribute with report. Enters Group B reports from arrest sheets into computer system according to established guidelines. Enter FBI and SID numbers on arrestee records from rap sheets and files rap sheets. Compares parking ticket reports, marks tickets as paid, sends notification from letters as needed, prepares affidavits and subpoenas for warrants issued for parking tickets, answers questions and testifies in court concerning parking tickets. Enters and maintains traffic offenses information into computer for criminal statistical purposes. Maintains hard copy of mug shot list in binders. Files fingerprint cards. Prepares and records officer daily activity reports monthly and annually. Performs daily download of e-tickets from car MDT’s to server. Uploads these files to Supreme Court then imports into records computer system.  Maintains and processes applications and permits for Precious Metals. Files daily purchases faxed from stores for Precious Metals. 
Request General District court dispositions monthly and update the appropriate arrestee’s criminal record on the computer system. Enters and maintains traffic offenses information into computer for traffic statistical purposes.
Separates special traffic enforcement totals for grant purposes. Maintains accident reports entered into TREDS. Compiles traffic reports for Transportation Safety Commission each month. Maintains protective order files on computer and manually, sends to correct jurisdiction, typing out correspondences as needed before and after service.  Honors requests for accident and incident reports through mail. Deposits checks received through the treasures office. Checks monthly validations of protective orders and gang files entered into NCIC/VCIN. Prepares for audit of protective orders entered into NCIC/VCIN. Prepares and records officer daily activity reports monthly and annually. Assists applicants with securing taxi, alarm and solicitor permits.  Maintains and updates applicant spreadsheet, runs criminal histories and sends appropriate letters to each applicant. Enters Use of Force information on spreadsheet.  Processes the outgoing mail daily for the department.
Performs a variety of tasks to assist officer and other law enforcement agencies, probation officer and court clerks. Assist public by phone and in person. Perform criminal history record checks, supply copies of offense reports and accident reports, sex offender updates and other requests for information and assistance.
Performs related work as required.
 
MINIMUM QUALIFICATIONS OF WORK 
    Graduation from high school (or the equivalent), including or supplemented by courses in secretarial science or business administration, and at least four years of general or specialized clerical work; or any combination of experience and training which provides the following knowledge, abilities, and skills: 
    Knowledge of modern office practices, procedures, and equipment. 
    Knowledge of business English, spelling, and math.     
    Knowledge of office record keeping and reporting.     
    Some knowledge of departmental rules, procedures and functions.
    Ability to set up and type a variety of statistical statements, letters,  special records, and reports.     
    Ability to maintain complex clerical records, and to prepare detailed reports from such records.     
    Ability to make minor decisions in accordance with precedents and regulations, and to apply these to work situations.
    Ability to make relatively complex mathematical computations and tabulations accurately and with reasonable speed.     
Ability to understand and follow moderately complex oral and written  directions.     
    Ability to establish and maintain effective working relationships with other employees and the public.     
    Ability to deal with the public in a pleasant and courteous manner.  
    Skill in the operation of a computer, and calculator, and the ability to learn the operation of a computer within a reasonable period of time. 
    Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to, computer, calculator, copier, and fax machine.
    Ability to verbally communicate in an effective manner, with public and employees through the use of the telephone, two-way radio and through personal contact.
 
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.
                While performing the duties of this job, the employee is frequently required to sit, talk or hear.  The employee is occasionally required to stand, walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms; climb or balance, stoop, kneel or crouch. 
               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 characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
                While performing the duties of this job, the employee normally will work in an office environment.
                The noise level in the work environment is usually quiet.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
 
 
 

Department: Police
This is a full time position

Subscribe to be notified of new jobs

Personal Information









Attachments

Other Information