Job description

Position Title:

Office Assistant

Grade Level:

Department

Police

Date:

Reports to:

Chief of Police

FLSA Status

Statement of Duties: The Office Assistant is responsible for the performance of a range of clerical and financial duties associated with operation of the Police Department. The employee is required to perform all similar or related duties.

Supervision Required: Under the general supervision of the Chief of Police, the employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. The supervisor provides instruction for new or unusual assignments. Unusual situations are referred to the supervisor for advice and further instructions. Supervisor reviews work to remain aware of progress, work methods, and technical accuracy.

Supervisory Responsibility: The employee, as a regular part of the job, is not required to supervise any employees.

Confidentiality: The employee has regular access to confidential information such as police department incident or investigative reports, as well as Criminal Offender Record Information/Registry of Motor Vehicle records.

Accountability: Consequences of errors, missed deadlines or poor judgment could result in adverse public relations, jeopardize programs, monetary loss, danger to public safety, and legal repercussions to the Town.

Judgment: Numerous standardized practices, procedures, or general instructions govern the work and in some cases, may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent standard operating practice, procedure, regulation or guideline.

Complexity: The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.

Work Environment: The work environment involves everyday discomforts of a municipal office subject to frequent interruptions. Noise or physical surroundings may be distracting, but working conditions are generally not unpleasant.

Nature and Purpose of Public Contact: Relationships are primarily with co-workers and the public involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems.

Occupational Risk: Duties of the job present little potential for injury to the employee. Risk exposure is similar to that found in a municipal office setting.

Essential Functions:

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Responsible for the preparation and maintenance of accurate and complete records for Firearms License Applications and Solicitor permits as well as the collection and depositing of fees; performs full CJIS/CORI background checks; schedules appointments; distributes License to Carry Permits once approved.

Schedules appointments, completes background checks and enters data in to the local and State computer database software systems; Sorts incoming daily mail.

Processes confidential incident and motor vehicle crash report requests to public, state and federal and insurance agencies in accordance with State and Department guidelines.

Administers the department's false alarm billing program; updates alarm registrations in the department's records management system.

Receives and responds to both internal and external customer service inquiries; prepares correspondence, reports and forms; processes department mail and maintains department files in accordance with department standard operating policies and the Public Records Law.

Prepares and processes the police department detail payroll and accounts receivable/payables. Provides support information pertaining to police details for detail and accounting inquiries.

Processes and maintains police incident and motor vehicle crash reports as well as abuse and harassment prevention orders; compiles related information and responds in a timely manner for record requests from state and federal agencies, the general public, and insurance companies.

Recommended Minimum Qualifications:

Education and Experience: High School diploma or an apprentice level of trade knowledge; a minimum of one to three (1-3) years office work experience; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.

Special Requirements: As a condition of employment, the employee must successfully complete a fingerprint based CORI background investigation and a pre-employment physical, including a drug test. Further, the employee is subject to additional fingerprint based CORI background checks as required by federal regulations.

Knowledge, Ability and Skill

Knowledge: Working knowledge of the department and office operations. Working knowledge of office software (i.e. word processing and spread sheet applications) and specialized police department software in support of department operations. Knowledge of the provisions of the State Public Records Law.

Ability: Ability to interact effectively and appropriately with disgruntled members of the public and other police department personnel; ability to work independently, to prioritize work assignments and to perform multiple tasks in a detailed, accurate, and timely manner; ability to maintain highly sensitive, confidential information.

Skills: Proficient personal computer and organizational skills; proficient business mathematical, recordkeeping and office clerical skills; proficient written and oral communication skills. Proficient customer service skills.

Physical and Mental Requirements

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 position’s essential functions.

Physical Demands: Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. The employee is required to lift, push, or pull objects such as books, office equipment and computer paper.

Motor Skills: Duties are largely mental rather than physical; work assignments may occasionally require the application of basic motor skills to perform activities such as moving objects, operating a telephone system, a personal computer and/or most other office equipment, typing and/or word processing, filing, and sorting of papers.

Visual/Auditory Skills: The employee is required to constantly read documents, personal computer screens and written reports for general understanding and routinely for analytical purposes. The employee must have the auditory ability to listen and comprehend. The employee is not regularly required to determine color differences.

This 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.

Job Type: Part-time

Pay: $22.89 - $27.19 per hour

Benefits:

• Employee assistance program
• Flexible schedule
• Paid time off

Schedule:

• Day shift

Ability to commute/relocate:

• Stoneham, MA 02180: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Office: 2 years (Required)

Work Location: In person

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