Provides responsible clerical support to the Police Department; handles a variety of police-related clerical matters using moderate independent judgment in applying established practices and procedures; responds to requests for information and/or assistance from officers, outside agencies, and the public; processes and inputs police reports to maintain law enforcement records systems; researches and resolves problems and concerns; compiles data; receives, handles, or refers calls and visitors; maintains departmental files; and performs other work as assigned.
Position Duties
The duties listed below are only intended as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related and/or a logical assignment to the classification.
Process and input police reports into the Police Records database; receive, sort, and distribute reports to various agencies such as the District Attorney, the Juvenile Department, Child Services, Mental Health, Parole/Probation, the Department of Motor Vehicles, the Secret Service, etc; forward paperwork for housed inmates for court arraignment; obtain criminal history information for any arrestees and attach it to the police report.
Receive phone calls from officers in the field and/or the general public; determine if the request for assistance is emergent in nature and direct it to the appropriate person; greet the public in person and on the telephone, and respond to inquiries or requests as appropriate; provide direction and assistance to the public in completing forms.
Respond to requests for copies of police records; evaluate the request to determine whether or not the information can be released to the requesting party based on State law and Police policy, and if so, make copies and assess/receipt payment.
Release evidence or property that has been cleared by the court; register sex offenders; license bicycles, taxi cabs, and other vehicles; process liquor license applications, parade permits, and ride-along requests; process/clear parking and/or fix it tickets within limits of authority; issue transportation vouchers as requested for indigent funds.
Help prepare and maintain the District Court calendar and the grand jury subpoena log; prepare a list and track open/missing police cases.
Provide fingerprinting services to the general public and for defendants from the Municipal Court who are mandated to be fingerprinted; verify individual's identity, collect/receipt fees, and update the computerized system.
Compile data and statistics on Department activity, transfer to appropriate forms, and distribute; complete, and process requests from background information from Armed Forces agencies, immigration services, and/or other agencies by retrieving information from the Law Enforcement Data System (LEDS) and providing information as authorized.
Perform other support activities such as: serving subpoenas; ordering department supplies; entering into and retrieving information from the computer; preparing, composing, and/or typing a variety of routine correspondence and documents; maintaining police records and files; scheduling administrative appointments; and distributing incoming mail.
Respond to routine questions from defendants, attorneys, witnesses, prospective jurors, and the general public in person, over the telephone and in writing, regarding citations, court dates, non-payment of fines, postponements, jury duty, etc.
Maintain court files; process payments and refunds; maintain ledgers; prepare warrants, licenses, suspensions, and reinstatement orders as approved by the Court; maintain records of active warrants for arrest.
Balance the cash drawer and maintain petty cash for officers.
Follow all safety rules and procedures established for work areas.
AUXILIARY JOB FUNCTIONS:
Maintain proficiency by attending training conferences and meetings, reading materials, and meeting with others in areas of responsibility.
Perform other work as assigned.
Minimum Qualifications
EDUCATION, TRAINING AND EXPERIENCE
Education: Possession of a high school diploma, a GED, or equivalent.
Experience: A minimum of two (2) years of clerical experience.
Desirable Qualifications: Experience in a city organization, including at least one year performing office support work in a police department or similar law enforcement agency.
College-level coursework is desirable.
Substitution: Any satisfactory equivalent combination of education, training and experience that demonstrates the knowledge, skills and abilities to perform the duties of the job proficiently may substitute for the above requirements.
SPECIAL REQUIREMENTS
License: Possession of, or the ability to obtain and retain, an Oregon driver license by the time of appointment.
Certificate: Possession of a LEDS certificate, or the ability to obtain such certificate within 30 days of appointment.
A completed City application must be filed online with the Personnel Office before the deadline shown above and may be supplemented with a resume of work experience. Resumes are NOT accepted in lieu of a completed City application. Resumes received without a completed City application will not receive a response from the Personnel Department. Following a review of the applications, a limited number of the most highly qualified applicants may be invited via email to proceed further in the selection process. Those not selected for interview will be notified in email (no phone calls please). The applicant selected must provide, at the time of employment, appropriate documentation of citizenship, as required by the immigration and Naturalization Act of 1986.
A thorough background investigation will be completed on the candidate selected for hire.
The City of Ashland is an equal opportunity employer and will not discriminate against an employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, age, marital status, national origin or mental or physical disability unless based on a bonafide occupational qualification. The City of Ashland will make reasonable accommodations for the disabled. Individuals with disabilities requiring accommodation in the application or testing process MUST inform the Personnel Office of the City of Ashland, in writing, no later than the final filing date as stated on the job bulletin. Applicants needing such accommodations should document the request, including an explanation as to the type and extent of accommodations needed to participate in the selection process.
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