ADMINISTRATIVE ASSISTANT - PD at City of Fort Bragg (CA) – Fort Bragg, California

The Administrative Assistant / Property & Evidence performs a wide variety of administrative, clerical and reception duties in support of the Police Department, responds to a variety of inquiries in person and on the phone, screens and directs calls, greets visitors of the Department, performs Livescan fingerprinting for citizens, prepares and maintains files, records and reports, is responsible for all Property & Evidence intake, release and purging for the Department and processes all subpoena’s received.

• Greets telephone callers and visitors to the Department; screens and handles inquiries of a general or specific nature; takes messages.
• Maintains calendars of meetings and appointments.
• Types/word processes correspondence, agendas, minutes of meetings, memos, reports and forms from handwritten or typed draft, tape recordings and/or verbal instruction.
• Receives sorts, and directs incoming Department mail, prepares a wide variety of materials for individual and bulk mailings.
• Operates telephones, copier machines, FAX, CLETS Livescan fingerprint machine, computers, and a variety of other office equipment.
• Establishes and maintains files and file systems of considerable volume and moderate complexity.
• Processes reports to be sent to the District Attorney for prosecution and to other agencies as necessary.
• Handles the registration of all Sex, Gang, Arson and Drug registrants within the City limits; update the records in accordance with the State of California.
• Ensures subpoenas are logged into Department calendar and non-officer subpoenas are logged in Subpoena log and a copy returned to District Attorney. Keeps officers up to date with court dates. Submits non-availability forms for officers to District Attorney and Court.
• Creates files, agendas and attends meetings of Public Safety Committee for the purpose of taking minutes, notes or other documentation of actions. Keeping Granicus updated with information pertaining to all upcoming meetings.
• Processes applications, licenses, forms, fingerprints, report requests, and other materials constituting the Department’s paper flow and record keeping.
• Receives and catalogs evidence and found property, maintaining records of property movement, processing, and disposition.
• Responsible for all items in the Property/Evidence Room.
• Responsible for audit of Evidence Room.
• Responsible for submitting all evidence to the Department of Justice (DOJ) laboratories for processing and/or testing.
• Responsible for the production of destruction orders to be signed by a Judge for the destruction of all narcotics and firearms.
• May have to transport evidence to District Attorney's Office, Northern California Computer Crimes Task Force, etc.
• Processes all evidence requests for the District Attorney’s Office to include audio files, photographs, surveillance video and body-cam footage.
• May support Police Operations on special support assignments, including DUI checkpoint support, search warrant service support, and other non-hazardous assignments
• Make automated notification to DOJ state mandated programs, and manages local supporting files.
• Assists the CLETS Agency Terminal Coordinator in enforcing system compliance laws and carrying out validation and audit responsibilities.
• Interprets documentation from Department of Motor Vehicles (DMV) and DOJ in order to verify pre-existing records for accuracy and validations; modifies as needed and makes entries of property, vehicles, firearms, protective orders, and missing persons.
• Monitors the DOJ C.H.O.P. and SAFE-T websites for updates of DNA testing results relating to crimes, and update case files accordingly.
• Responsible for the scanning of all parking citations and forwarding to Dataticket via email for processing.
• Process any reviews of parking citations for Supervisory review.
• Update Dataticket website with adjudications.
• Interacts extensively with the public, City and Department personnel and other law enforcement agencies on the telephone and in person in a courteous and respectful manner.
• Responds to requests for information in compliance with Departmental policy, legal and governmental guidelines.
• Maintains electronic and paper crime, arrest, and incident report files; ensuring such records are properly retained in accordance with Department policy and procedures.
• Checks electronic and paper documentation for completeness, accuracy and compliance with legal and other requirements.
• Accesses various local, state and national law enforcement systems to enter and retrieve information.
• Generates automated notifications to Department of Justice on state mandated programs and manages local supporting files.
• Codes and enters data into an automated records management database.
• Retrieves, assembles and disseminates reports and information from files in an accurate and timely basis from Department staff.
• Researches and provides information by phone, in person and by mail relating to crime, arrest and traffic reports; receives, verifies and accounts for a variety of fees.
• Classifies incoming crime reports in accordance with the FBI NIBRS; minimizes classification errors.
• Ensures that records release and dissemination is handled in accordance with all applicable laws and regulations.
• Files and maintains a variety of records, forms and correspondence.
• Performs routine clerical duties, including processing mail, ordering office supplies, collating, copying, filing, scanning and faxing information.
• Prepares criminal statistical reports required by the Police Department consistent with established deadlines.
• Performs other related duties as required.

Knowledge of:

• Correct English usage, spelling, grammar and punctuation.
• General office practices and procedures.
• Office/accounting machines and desk-top computers used in word processing and record-keeping applications.
• General functions and activities of municipal government.

Ability to:

• Deal politely and effectively with the general public and personnel at other agencies.
• Type and/or word process at a minimum rate of 40 words per minute.
• Record and prepare minutes of meetings.
• Perform responsible clerical duties including the use of independent judgment.

• Public Records Act Course and/or Property and Evidence Management Course as certified by California Commission on Peace Officers Standards and Training (POST).
• One year’s experience in clerical/administrative support, preferably in a public agency.