Administrative Assistant - Police

South Carolina, USA Req #297
Monday, November 7, 2022

JOB SUMMARY

The Administrative Assistant performs a variety of administrative and secretarial work in support of the department including data entry and filing records.

 

ESSENTIAL JOB FUNCTIONS:      

   
 
Criminal Investigations Bureau Administrative Assistant

  • Answer phone and emails, screen calls and provide assistance to citizens and staff.  Ensures the cleanliness of the office.
  • Orders and maintains adequate office supplies for all department staff.
  • Track all cases and record the current status in appropriate record keeping system.
  • Scan and upload all case file documents to the Record Management System (RMS).
  • Assist police department and investigations with Commission on Accreditation for Law Enforcement Agencies (CALEA).
  • Prepare case packets for general sessions court (GSC) arrests – ensure all documents, videos, audio files and photos are uploaded to ProDocs. 
  • Upload all juvenile packets to ProDocs and maintain a spreadsheet with juvenile stats. 
  • Prepare CIB for grand jury; pull case files from records in a timely manner, so they can be reviewed by a detective.
  • Assist detectives in the preparation of case files and/or binders for upcoming trials. 
  • Schedule detectives for prelims, training and other court appearances.
  • Assist the solicitor’s office with locating items needed (documents, videos, photos, etc.) for cases.
  • Collect and distribute department mail.
  • Assist in the chief’s office/second floor reception desk as needed.
  • Run criminal histories and Department of Motor Vehicles (DMV) records for the detectives.
  • Assist with Freedom of Information Act (FOIA) requests as needed.
  • Performs other duties as required.

Operations Administrative Assistant

  • Answer, screen and transfer inbound phone calls and email. Respond to routine citizen request and enquires.
  • Prepare case packets for GSC arrests – ensure all documents, videos, audio files and photos are uploaded to ProDocs. 
  • Prepare municipal jury trial packets.
  • Create, distribute and post monthly and yearly patrol schedule
  • Receive emails for initial and rescheduled court dates and forward to appropriate officers, attorneys, and court personnel. Examples are Municipal Court, General Sessions Court, Preliminary Hearing Court, Breathalyzer Hearings and Juvenile Arbitration.
  • Log and maintain spreadsheet files for preliminary hearings, Municipal court, Juvenile Arbitration, Disciplinary actions, Dismissals, BA Hearings, Jury Trial Requests, Blue Team, Residence Checks and Ride A-longs.
  • Assist department with CALEA; Read reports and search records and/or RMS for proofs to upload to Power DMS.
  • Assist the solicitor’s office with locating items needed (documents, videos, photos, etc.) for cases.
  • Schedule and log Ride-Along and Residence checks, prepare and send residence check letter.
  • Log vehicle maintenance, video reviews and officer disciplinary action in Blue Team.
  • Collect and distribute department mail.
  • Assist in the chief’s office/second floor reception desk as needed.
  • Assist with FOIA requests as needed.
  • Performs other duties as required.

   Training Administrative Assistant

  • Enters all training data into the department's computer system and files all related documents in training record books.
  • Processes the renewal of certifications for officers; sends retraining notification form to the South Carolina Department of Public Safety Criminal Justice Academy Division.
  • Assists the department's training officer in organizing training classes making hotel reservations and any other general clerical duties.
  • Assists in hosting training classes including the purchase of supplies, refreshments etc.
  • Provides coverage in the absence of the Executive Secretary and/or Clerk of Council.
  • Answer, screen and transfer inbound phone calls and email.
  • Assist department with CALEA; Read reports and search records and/or RMS for proofs to upload to Power DMS (yearlong project).
  • Performs other duties as required.

 

MINIMUM REQUIREMENTS TO PERFORM WORK:

  • Associate Degree and one (1) year of prior work experience in an office setting or equivalent combination of education and experience.
To deliver superior performance in a manner that is distinctive and impactful to each person served and that establishes a standard for quality that endures for generations.

Other details

  • Pay Type Hourly
  • Hiring Rate $19.45
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Location on Google Maps
  • South Carolina, USA