Police Administrative Aide (Training Bureau)

About the Department

DEFINITION:
Under general supervision, with some latitude for independent action, initiative or decision making, a Police Administrative Aide performs responsible and challenging clerical, typing, word processing and data entry tasks in a police station or other department unit, command or office.
An incumbent performs administrative work of moderate difficulty involving the handling of confidential matters and other information and material; refer clientele seeking assistance to the appropriate agency; utilize manual and automated office systems; type records, reports, forms and schedules; review and verify written information; receive, send, separate and distribute mail; obtain and transmit information to the public or members of the police department; occasionally perform cashier or messenger duties; and perform related work.
 

Position Duties

DUTIES (NOT ALL INCLUSIVE):
Provides general administrative/clerical support service to enhance the operation of the police department;
Maintains all records, reports, and files and codes all files according to a complex system of offense categories based on external or internal factors;
Assists with the preparation, maintaining, and logging of work schedule for department personnel, to include hours’ work, sick leave, vacation, holidays, and overtime into the departments payroll system.
Screening, sorting, and distributing incoming mail and prepare outgoing mail.
Operates a variety of office machines including telephone, radio, transcription equipment, computer, copying machine, telephone and related equipment.
Processes, maintains, and updates department and interagency records in the Investigation Bureau's Case Management System, Records Management System, Enterprise Resource Planning, and IAPRO system;
Assists, prepares, and processes various correspondence and forms required of assigned department (i.e., personnel forms, invoices, work orders, purchase orders, requisitions, etc.)
Responds to inquiries, concerns, and complaints from the general public; provides resolution or directs to the appropriate department/entity.
May be required to lead students and interns by assigning and reviewing work. 
Assists in the preparations of monthly and annual reports.
Provides services to visitors who approach the reception counter to request police assistance, discuss crimes and other police-related matters, or obtain information.
Required to maintain strict confidentiality on any information that is classified as protected, private data or is a topic of concern regarding employee or public Police Department matters that would prohibit the Police Department from performing public functions in an efficient, respectful manner.
Performs other related duties as assigned.



 

Minimum Qualifications

MINIMUM QUALIFICATIONS:
Associate College Degree from an accredited college in a business or criminal justice related field.

High School Diploma or GED; supplemented by two or more years of administrative experience.
 
 

Other Qualifications

FACTOR 1 - KNOWLEDGE REQUIRED BY THE POSITION 

Knowledge of basic law enforcement terminology and concepts

Knowledge of secretarial practices including typing and transcription and general office procedures; 

Knowledge of general procedures relating to the gathering and analysis of data and the preparation of reports; 

Knowledge of the operation of microcomputers and skill in the use of word processing, spreadsheet, database, and other software as required by the position; 

Knowledge of the organization, functions, and activities of local government and the department; 

Knowledge of the correct use of English grammar. 

Ability to deal with the public and high-level public and private officials in a tactful, pleasant, courteous, and diplomatic manner and to maintain confidentiality of information; 

Ability to track and monitor financial and other accounting records; 

Ability to record and maintain confidential information; 

Ability to take and transcribe clear and concise minutes of meetings; 

Ability to utilize a variety of computer software programs and equipment to perform duties; 

Ability to respond to the public over the phone or in person in a tactful, pleasant, and courteous manner; 

Ability to prepare accurate, understandable reports, to include standardized police reports.

Ability to utilize word processing, spreadsheet, and database systems sufficiently to perform assigned duties

Ability to gather and analyze data and prepare reports; 

Ability to establish and maintain effective working relationships with other employees, public and private officials, the Chief of Police, media, vendors, and the public; 

Ability to provide quality services in a cost-effective manner and to recommend improved methods of performing the work; 

Ability to interact in a professional and respectful manner with city staff and the public; 

Ability to express ideas clearly and concisely in writing and orally; 

FACTOR 2 - SUPERVISORY CONTROLS The employee works independently on routine duties. Verbal assignments are usually received from the supervisor, who makes periodic checks of the work completed and in progress.

FACTOR 3 - GUIDELINES Guidelines consist of departmental rules, regulations, policies, procedures and the Virgin Islands code.

FACTOR 4 - COMPLEXITY An incumbent is required to respond to inquiries, concerns and complaints from the general public in addition to providing resolutions and/or directions to the appropriate departments or entities.

FACTOR 5 - SCOPE AND EFFECT The purpose of the work is to provide administrative and clerical support of records, reports and files for a Police Department and to prepare and maintain a work schedule of department personnel in order to promote an effective flow of operations. 

FACTOR 6 - PERSONAL CONTACTS Contacts are with co-workers, other government employees. Contacts are made by telephone or in person.

FACTOR 7 - PURPOSE OF CONTACTS To obtain or exchange information relative to documents, inquiries or other pertinent data.

FACTOR 8 - PHYSICAL DEMANDS The work is mostly sedentary, but at times require lifting heavy boxes, stooping, standing, walking, and climbing stairs. 

FACTOR 9 - WORK ENVIRONMENT Work is performed in an office setting.  However, some disagreeable conditions exist such as dirt, dust, cramped spaces and poor lighting.  

Governing entity of the U.S. Virgin Islands.