Administrative Specialist
Job Opening
Position Title: Administrative Specialist
FLSA: Full-Time, Civilian, FLSA non-exempt
Department: Columbus Police Department
Reports to: Admin Specialist Supervisor
Salary Range: $45,000 – $50,807
Application Deadline: September 5th, 2024 (Interviews by phone to begin immediately)
Apply Online at http://www.columbus.in.gov/jobs
If you need assistance, accommodations or don’t have access to the internet elsewhere, call or email City Human Resources 812-376-2570 or humanresources@columbus.in.gov to make an appointment to apply in person. We welcome all applicants.
POSITION SUMMARY:
An Administrative Specialist maintains all case/incident reports and other files for the department, enters data, prepares paperwork, processes gun permits, serves as a transcriptionist, and maintains access to information regarding the status of suspects, vehicles and property. In addition, the Administrative Specialist serves as a receptionist for the department, greeting visitors and accepting payment for reports; as an initial contact to the department, the Administrative Specialist must be able to respond to complaints and requests for information.
JOB REQUIREMENTS:
· Must possess a high school diploma or equivalent.
· Must not have a felony conviction
· Must have a valid driver’s license
· Must be a United States citizen
· Must be able to read personnel policies and procedures and case reports.
· Writing/typing skills are necessary to type letters or transcribe according to basic instructions.
· Must be proficient in using a computer in order to process and maintain information; utilizes word processing and data process software to prepare correspondence, reports and to store data.
· The physical skills necessary include seeing, hearing and bending for purposes of filing.
· Must be able to effectively and courteously respond to complaints and requests for information from police officers, co-workers and citizens.
· Must be able to enter, correct and retrieve data from a computer with speed and accuracy.
· Must follow all policies/procedures outlined in the City of Columbus Employee Personnel Booklet and Columbus Police Department General Orders, Policies, Rules and Regulations and directives.
· Must maintain confidentiality.
ESSENTIAL POSITION RESPONSIBILITIES:
· Attend to the department’s customer counter. Print off police reports, accident reports and complete background checks. Answer inquiries relating to police department services and police reports. Refers visitors to appropriate source.
· Serves as first point of contact for citizens coming into the police department.
· Enters State Crash reports, citations and warnings into the computer daily.
· File and manage all related police paperwork and materials.
· Assist with property room files.
· Prepare the daily deposit for cash drawer and take to Clerk Treasurer’s Office.
· Log court notices and subpoenas and notify officers of dates via email.
· Print off arrest reports and citations for Prosecutor’s Office.
· Email juvenile probation on juveniles being charged and what the charges are. Copy the report to them as well.
· Processes paperwork for taxi cab permits and solicitation permits.
· Assists with determining need for additional personnel for school crossing guards; processes their applications; maintains time keeping records for school crossing guards; arranges substitute guards as needed; prepares payroll for crossing guards.
· Attend meetings with Safe Routes to School committee.
· Schedules training and meetings with crossing guards and field complaints from citizens regarding these issues.
· Maintain lot rent records, waiting lists and all information pertaining to lot rent.
· Processes parking tickets and court paperwork for unpaid parking tickets.
· Processes lot rent billing, alarm billing, VIN check billing and any other billing.
· The IDACS coordinator must be certified IDACS operator and re-certify officers to keep valid status with IDACS.
· Monthly review of record entries into IDACS/NCIC to maintain status and validate entries.
· Run III criminal history checks, driver’s license check and registration checks through certified IDACS operator.
· Transcribe statements for Detectives, Uniform Division, Narcotics Division and Prosecutor’s Office as requested.
· Process gun permit applications, schedule fingerprints for gun permit applications and collect local fees associated with gun permit applications.
· Electronically file all recorded statements and transcribed statements on a daily basis in order to create a uniform way of finding any given statement.
· Perform all other tasks and duties consistent with these job functions as directed or assigned by superiors.
· Prepare record checks for individuals, other police departments and military.
· Receive incoming mail, and distribute to appropriate personnel. Handle outgoing mail.
· Collect report fees and related service fees (i.e. VIN checks, background checks, accident reports, parking tickets, alarms, permits, lot rents for parking, etc.)
· May be required to attend training sessions to obtain and maintain compliance with department standards (i.e. computer related training, etc.).
· Track theft of medication cases for detectives (diversion sheet).
· Prepare charts or graphs for detectives or officers when needed.
· Handle fingerprints for citizens walking in requesting them for reasons such as job applications, adoptions, etc.
· Run online reports from the medical prescription website on each suspect for diversion cases for detectives.
· Track pawned items on Leads Online in order to track suspects and return stolen property.
· Buy and stock office supplies. (i.e. tickets, pens, papers, letterhead, ink, etc.)
· Keep track of all bicycles impounded by police department whether found or held for safe keeping. Return and/or dispose of bikes to owner’s as permitted by each case.
· Perform any other related assignment.
CONFIDENTIALITY:
As an employee of the Columbus Police Department it is likely that in the performance of job duties, information that is confidential in nature will be observed. This information would include any information that the general public would not have access to. It shall be considered confidential if the release of this information could in any way compromise the successful outcome of a police call for service or investigation, or if the person relaying the information advised the information was confidential. Violation of confidentiality violates Rules and Regulations of the City of Columbus as well as potential State and Federal Violations.
Must reside in Bartholomew County or adjoining county within six (6) months of employment.
This position is subject to the City’s Drug and Alcohol Free Workplace Program which includes: pre- employment testing, post-accident testing, reasonable suspicion testing, return-to-duty testing and follow-up testing.
This description is intended to describe the type and level of work being performed by the person assigned to this job. It is not an exhaustive list of all duties and responsibilities required by a person and employees at the city may be given other assignments at will.
E/O/E
F/M/D/V
*all potential applicants are encouraged to apply, and if you need accommodation or help applying online, please call 812.376.2570 to make an appointment or email humanresources@columbus.in.gov
Job Type: Full-time
Pay: $45,000.00 - $50,807.00 per year
Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Columbus, IN (Required)

Ability to Relocate:

• Columbus, IN: Relocate before starting work (Required)

Work Location: In person