DEPARTMENT: Central Records (Sheriff's Office)
POSITION : Office Specialist
UNION : T.P.O.A.M. Bargaining Unit.
FLSA : Covered (eligible for overtime after 40 hours)
PAY : Starting wage is $13.89/hour, with step increases annually and top of range reached at 5 years
HOURS : Eight hour shifts between 6:00 a.m. and 6:00 p.m. and could be Sun-Thurs, Mon-Fri, or Tues-Sat. (May also be required to work either the afternoon or midnight shift in the future, as shifts are bid by seniority.) Hours are not negotiable .
All Applicants for consideration must have a passing score on the County Written Clerical Test and must be able to Keyboard a minimum of 45 w.p.m. All testing will be by invitation.
Primary function of this job is to provide specialized administrative and technical support to both the Grand Traverse County Sheriff's Office and the Traverse City Police Department. Assists investigators in conducting research, maintains police records, and assists the public with specialized issues related to department functions. Employees in this job have no formal supervisory role, however, may train, guide, or lead employees in the designated work unit. Employees work as part of a team and are responsible for ensuring that the team meets its objectives.
Employees must meet the minimum requirements, conditions of employment, and be able to perform successfully all essential duties and responsibilities with or without reasonable accommodations.
May be required to work on-call in an emergency.
Examples of Duties:
PRIMARY DUTIES AND RESPONSIBILITIES (may include but are not limited to the following)
· Processes, compiles, researches, and analyzes public safety information, and prepares and verifies reports, correspondence, and other documents utilizing applicable software, within established procedures.
· Monitors Detective Bureau radio frequency and keeps general track of officers' locations and schedules to include in radio transmissions and LEIN.
· Processes freedom of information requests.
· Assists investigators by witnessing interviews and making phone contacts, as requested.
· Provides comprehensive customer service, including delivery of accurate, prompt, and courteous assistance on complex policies, guidelines, and standard practices to internal and external customers, both verbally and in writing.
· Performs a variety of specialized research and reporting in assigned area of responsibility and resolves related discrepancies or erroneous data to ensure compliance with established rules, court orders, policies and laws.
· Participates in/on a variety of meetings, which may include scheduling, preparing agendas, and taking and distributing meeting minutes.
· Sorts, files, and maintains materials and filing systems (paper, computer or imaging); retrieves file materials; and keeps a record of ile movement.
· Monitors and maintains appropriate levels of supplies and materials in support of unit operations and activities.
· Uses a wide variety of office machines such as pritners, personal computers, facsimile machine, postage machine, adding machine, scanners, and copiers.
· May perform other support staff functions as requested.
EDUCATION, FORMAL TRAINING, AND EXPERIENCE (minimum requirements)
· Graduation from High School, or G.E.D.
· Two to four years related office experience
· College level course work in a related field may substitute for up to one year of experience
· Must be able to keyboard a minimum of 45 w.p.m.
CONDITIONS OF EMPLOYMENT (minimum requirements - legal or contractual pre-employment obligations and/or requirements, such as drug testing, background check, etc.)
A background check will be required initially and may be required periodically for an individual hired, transferred, reclassified, promoted, or currently working in this job. Appointment to or continued employment in this job is contingent upon a satisfactory background check which may include, but is not limited to: confirmation of a persons’ identity; review of criminal conviction records; verification of educational degree, license, or certificate required for the position; review of Department of Motor Vehicles records; Department of Justice fingerprint scan; and/or drug and alcohol testing as required and allowable by law. A satisfactory background check is defined as the absence of a criminal history record which bears a demonstrable relationship to the applicant's or employee's suitability to perform the required duties and responsibilities of the position.
Work involves gathering and analyzing information to determine the best course of action, based on general guidelines or rules of operations. This requires the use of judgment to choose alternatives, many of which may be correct, but one is better than another depending on the situation. Errors may have serious, long-term consequences involving substantial financial costs, significantly reduced service to the public, and/or negative media reaction. Errors affect others outside of a department and may require the intervention of an agency head to resolve.
PHYSICAL DEMANDS, WORK ENVIRONMENT, AND OTHER REQUIREMENTS
· Work is performed in an office environment
· May be required to reach with hands and arms; sit; stand; talk and hear; use hands to finger, handle, or feel
· May be required to lift/move up to 50 pounds (such as a box of paper)
· May be required to work directly with criminal suspects or prison inmates.
CERTIFICATIONS, LICENSES (minimum requirements)
· Valid drivers license and personal automobile insurance and must maintain eligibility to drive under the County's Vehicle policy.
KNOWLEDGE, SKILLS, ABILITIES, COMPETENCIES (minimum requirements)
· Proficiency in English grammar, spelling, punctuation, and simple mathematical functions such as addition, subtraction, multiplication, division, percentages, ratios, etc.
· Specialized knowledge of public safety and legal practices and procedures
· Proficiency in the development of appropriate written correspondence and reports
· Skill in operation of modern office equipment such as personal computer, facsimile, copiers, scanners and telephones
· Skill in the use of radio equipment for the purpose of public safety
· Skill in use of personal computer software, including spreadsheet development and word processing
· Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with customers, co-workers, and representatives of other agencies.
· Skilled in researching and resolving problems in order to ensure compliance
· Ability to develop, layout and implement clerical procedures and operations from general instructions
· Ability to explain complex policies and processes in layman’s terms
· Ability to accurately organize and maintain paper documents and electronic files
· Ability to perform multiple tasks at the same time
· Ability to detect errors, determine causes, and make corrections as appropriate
· Ability to comprehend, process, and apply both verbal and written skills appropriate t othe job
· Ability to maintain the confidentiality of information and professional boundaries
· Able to use County resources effectively and efficiently