Job Details
Salary: $57,358.69 - $68,185.56 Annually
Location : Andover, MA
Job Type: Full Time
Job Number: T24069
Department: Police Department
Opening Date: 06/26/2024
Closing Date: 7/14/2024 11:59 PM Eastern
Minimum Hours per Week: 36.25
Description
Under the general direction of Records Supervisor, provide varied administrative and secretarial services including: maintenance of Records Management System incident records, handling department filing, processing department accounts receivable for paid detail work, processing and collecting fees, providing customer service and conducts a variety of crime and statistical analysis and other special projects as assigned.
Responsibilities
- Word process various forms and reports; perform data entry and produce spreadsheets.
- Generate reports and distribute to appropriate parties.
- Maintain departmental files; photocopy materials; sort and route mail; fax materials.
- Primary Records functions include: Public Records Requests, Crash Reporting and Insurance Requests, Collect fees and compile Treasurer's reports, produce and distribute routine reports.
- Perform various tasks to improve the data quality of the Records Management System including: identifying potential duplicate entries of people, address and vehicle entries; review of incomplete reports by sworn officers.
- Maintain and update department files and records, including departmental reports, citations, firearm identification cards, bicycle permits, etc.
- Locate and retrieve materials; place materials in proper location.
- Purge archives periodically according to Retention Schedules.
- Provide comprehensive back-up coverage to Data Specialist and Records Clerk.
- Duties may include submission of weekly payroll (regular and detail), solicitor permits, alarm billing, and National Incident-Based Reporting System submissions.
- Under direction, conducts a variety of crime and statistical analysis in support of crime analysis activities; collects and analyzes data describing crime patters, crime trends and potential suspects
- Responsible for gathering, linking, and cleaning data that will be used for reporting requirements
- Assist staff and authorized guest connection to wireless, projectors and printers.
- Maintain office supplies including departmental printer toner, and replace toner as requested.
- Perform matron duty upon request.
- Perform related duties as required.
QualificationsSkills, Knowledge and Abilities- Knowledge of standard office procedures, practices, forms and equipment; dexterity and accuracy in operating adding machines and word processing keyboards.
- Thorough knowledge of all aspects of the administrative services required and provided by the Andover Police Department.
- Ability to prepare routine correspondence and reports utilizing computerized office applications. Ability to understand, learn, interpret and explain policies and procedures, Massachusetts Public Records Law including S.O.R.I and C.O.R.I. regulations, and to apply such guidelines appropriately to different situations.
- Proficient with Microsoft Windows and Office and ability to learn customized software such as Records Management Systems and to maintain accurate databases and provide customized reports.
- Ability to interact effectively and pleasantly with a wide variety of individuals, including customers, co-workers, outside professionals and members of the public.
- Ability to understand, select and perform basic mathematical calculations, efficiently and accurately and to accurately reconcile payroll records.
- Ability to perform multiple tasks and deal effectively with interruptions.
- Ability to perform detailed work accurately and with dispatch.
Education and ExperienceDuties require 2 years secretarial or business school with knowledge of office administration, secretarial practices, financial transaction record keeping and automated office systems and procedures; 2+ years of related experience; or any equivalent combination of education and experience. Prior work within a public safety organization preferred.
Supplemental InformationSupervisory ResponsibilitiesNone.
Physical ElementsNormal office environment, not subject to extremes in noise, temperature, odors, etc. Intermittent standing to assist customers or other staff members. Frequent interruptions to assist customers in the office or on the phone. May spend extended periods at terminal, on telephone or operating other office machines requiring eye-hand coordination and finger dexterity. Regular lifting and carrying of files, documents, records, etc.
FLSA Status: Non-exemptGrade: IE-14Standard Work Week: 36.25 hoursJob Code: 6262Risk Code: 8811The Town of Andover is an Affirmative Action/Equal Opportunity Employer. Women, minorities, veterans, members of the LGBTQ+ community, and persons with disabilities are encouraged to apply. The Town is committed to advancing its workforce culture of antiracism, diversity, equity, and inclusion.