Clerical Assistant II

Description
Under the general supervision of the Police Records Supervisor. This position performs a wide range of advanced clerical tasks which require the application of some independent judgment and clerical knowledge. Work involves standard clerical duties including filing, data entry, office machine operation, retrieval of information from various computer databases, maintenance of records, sorting, answering phones, replying to emails, and checking the accuracy and completeness of various reports and documents. Work is reviewed by observation and for results obtained. Special operational skills will generally be acquired by on-the-job training. Performs other work as required.

Examples of Duties

• Responds to inquiries and performs customer service at front counter, and by telephone, mail, and email.
• Operates a variety of office equipment.
• Sorts and documents all incoming paperwork and sort by CR (case report) number.
• Distributes documents to appropriate workstation.
• Compiles and distributes weekly a list of reports and additional paperwork that are overdue in Records.
• Conducts the final review of all crash reports verifying accuracy and completeness.
• Processes all crash reports for submission to the state. Enters data from the accident reports into RMS (Records Management System) when needed.
• Sends copies of reports to proper State Attorney's office and other government agencies.
• Answers phones and responds to inquiries from public, insurance companies, and other various agencies.
• Performs filing in numerical sequence.
• Calculates charges for copies of records for customer service, receive payments and issue receipt using MUNIS program.
• Issues receipts for fix-it tickets, handicap ticket dismissal, public records requests, and collects fines or fees.
• Fills in at other desk assignments as needed.
• Balances cash drawer and submits money and transmittal to City of Melbourne Revenue.

Minimum Qualifications

• High School diploma or GED; supplemented by two (2) years general office experience.
• Experience in maintaining, processing, and reviewing legal and or law enforcement records preferred

Licenses, Certifications, Or Registrations

• Must meet Criminal Justice Information System and Melbourne Police Department background requirements and maintain compliance throughout employment.

Knowledge, Skills And Abilities

• Ability to understand and communicate the policies, procedures, and services of the department or division.
• Knowledge of business English, Spelling and Mathematics.
• Data entry experience required.
• Customer service experience required.
• Ability to maintain records and to prepare reports from such records.
• Ability to operate a variety of modern office equipment.
• Ability to establish and maintain effective working relationships with others.
• Knowledge of office practices, methods, and procedures.
• Ability to learn and retain instructions about the eligibility of documents and information for public release.

Physical Demands

• Ability to hear, speak and understand conversation in English in a normal tone of voice in person and on the phone.
• Ability to assist customers in a controlled, calm, and helpful manner.
• Ability to obtain or deliver documents within the buildings.
• Ability to write legibly.
• Ability to read, sort, and annotate reports.
• Ability to punch holes in reports.
• Ability to operate a personal computer for data-entry and word processing.
• Ability to file numerically and alphabetically.
• Ability to handle money, calculate charges, make change and write receipts.
• Ability to retrieve files from overhead and floor level.
• Ability to sort through and file large quantities of paperwork.
• Ability to remain standing or sitting for periods in excess of thirty minutes.
• Ability to reach to open and close counter windows.
• Ability to load copier with paper and toner, and remove paper jams by bending, kneeling, and reaching.
• Ability to type 35 wpm.
• Use copier, telephone, calculator, and FAX machine.
• Learn complex tasks and remember how to complete tasks once trained.

The work is sedentary in nature and requires exerting up to 10 pounds of force occasionally and negligible amount of force constantly to move objects. Additionally, the following physical abilities are required: manual dexterity, hearing, mental acuity, repetitive motions, and speaking.

The City of Melbourne offers a generous benefit package to include

• 100% City paid medical insurance for employee only; coverage available for family
• Health Insurance opt-out incentive for employees with other medical coverage
• Dental
• Vision
• Life Insurance in the amount of 1 times your annual salary
• Additional life insurance to include coverage for your spouse and child(ren)
• Short-term disability
• Long-term disability
• Flexible Spending and Dependent Care