Office Assistant III - Police Records bei City of Fairborn, OH

About the Department

The Office Assistant III works under the general supervision of the Operations Captain and is responsible for day-to-day operations of the Records Bureau. Work involves the merging of paperless reports to the records management system. Work involves the monthly reporting of Part 1 Crime Statistics to the Ohio Incident Based Reporting System. Work involves timely dissemination of documents, crime reports and affidavits to the respective court systems. Work involves the completion of reports for background investigation requests by various sources. Work involves compilation of the State of Ohio crash reports and dissemination by mail and online for access purposes. Work involves the counting and balancing of posted bond for the municipal court. Work involves compiling the quarterly statistics for OVI convictions, reductions and dismissals. Work involves the daily dissemination of calls for service to the media. Work involves maintaining towed vehicle file with the responsibility of identifying those that qualify for junk vehicle titles. Work involves some independent judgment after receiving written or oral instructions as to preparing routine correspondence, giving information, receiving complaints, and performing other matters related to public and City personnel contacts.  Work performed may have some degree of confidentiality within the restrictions of public records accessibility.  Work involves considerable public contact by phone, fax, email and in person.  The position performs other duties as assigned.

Position Duties

• Preparation of jail paperwork for court.
• Count bond money.
• Scanning criminal citations, traffic citations, documents, tow sheets, fingerprint cards, accident reports, detective follow-up reports and lab reports. 
• BMV 2255 forms – copy, process for court, send OVI related forms to the State. 
• Make copies of documents and make redactions when needed.
• Merge case reports, arrest reports, case supplements and accident reports.
• Complete IBR error checks.
• Print copies of reports for court.
• Complete Records checks.
• Complete Records requests.
• Answer phone calls.
• Upload accident reports.
• Warrants – enter into LERMS and scan.
• Send disputes to DV project.
• Prepare Prosecutor review packets
• Verify charges on warrant slips match the returns
• File documents.
• Send Media daily report.
• Divide disposition cards by felony/misdemeanor and send to the appropriate court.
• Balance parking receipts and send to City.
• Stock forms for officers in the report writing room.
• Balance money and general receipts.
• Build the IBR, correct errors and submit to the state.
• OVI report.
• Release tows.
• Delete voided citations.  
• Mark parking tickets as paid in LERMS.
• Fax juvenile complaints to juvenile court. 
• NICS report requests.
• Sealing and expungements
• Send license plates to the BMV
• Order supplies.
• Sorting paperwork
• Preparing paperwork for the courts
• Notarizing paperwork 
• Merging
• Fulfill FBI requests and requests from crime compensation
• Complete request for in-car camera footage and body-worn camera footage and make redactions when needed.

Minimum Qualifications

High School diploma or GED, supplemented by three years clerical or secretarial experience; the ability to type 50 wpm within six (6) months of appointment; or an equivalent combination of training and experience.

Other Qualifications

Knowledge of modern office practices and procedures, including office computers.
Knowledge of business English and spelling.
Knowledge of business math.
Knowledge and skill in the use of software programs normally found in office settings.
Knowledge and skill in the use and input of data into Public Safety Records Management Software Systems.
Knowledge of the Ohio Public Records Law and associated guidelines.
Knowledge of the operation, functions and scope of authority of City departments.
Ability to make minor administrative decisions in accordance with laws, ordinances, regulations and departmental policies and procedures.
Ability to maintain confidentiality.
Ability to prepare effective correspondence on routine matters and to perform office management details with only general supervision.
Ability to establish and maintain good working relationships with other employees and the general public.
Ability to handle many deadlines confidently and to prioritize work.
Ability to work under changing conditions in the workplace.
Ability to learn computer programs used in the office.
Ability to proofread and correct related draft documents.
Ability to use the internet as it relates to office duties and documents.
Skill in the use of a computer keyboard as well as other business machines normally used in the office environment.
The employee must possess excellent customer service skills.