The primary objective of this position is to provide administrative, clerical, reception and transcription support to the police department. The main focus will be working the front counter and transcribing police incident reports. The Program Assistant II will enter, maintain, retrieve and compile factual information through the computerized system(s) and disseminate such information to authorized agencies and persons, monitor compliance with data practice requirements, respond to the public who make telephone or in-person contacts with the police department and classify crimes pursuant to applicable state and federal reporting systems.
The individuals working in this capacity are on an assigned shift and are under the direction of the Support Services Supervisor and at times may be under the immediate supervision of the shift supervisor(s).
This position will work Thursday – Sunday 10:00 p.m. – 8:00 a.m. (Overnights – 40 hours/week). The front counter is staffed 24 hours per day / 7 days per week. Please note, staff participate in a shift bidding process annually, so your schedule is subject to change.
Essential Duties and Responsibilities
Provide records management processing and transcription support to the police department:
Type recorded case reports, statements, 911 calls, and body camera audio
Merge officer generated field reports into the records management system
Review and respond to records requests from internal sources, other government agencies, and external sources following data practices regulations
Incoming/outgoing phone calls/faxes in reference to investigation cases. Running queries and other clerical duties as assigned
Enter, maintain, retrieve and compile information using the computerized records management system and other law enforcement system(s)
Scan and index case files into the document imaging system
Provide first person contact and customer service to members of the public, other departments, or representatives of other agencies who initiate telephone or in-person contact to the police department:
Receive, process or appropriately transfer incoming telephone calls
Respond to and serve citizens at the public inquiry area of the police department
Release information in compliance with and as outlined in the Data Practices Act
Monitor police radio and BCA computer:
Properly use police radio system
Obtain and distribute information from BCA
Enter data on runaways / missing persons, stolen vehicles, stolen and recovered property and impounded vehicles/pets
Provide clerical, data entry, and transcription support to include:
Generate, process, enter, file and retrieve agency records and reports
Transcribe, enter, and review initial complaint reports for completeness and accuracy to include police case summaries, special reports, and recorded statements taken from criminal suspects, witnesses, victims, using digital dictation and field reporting application
Work with supervisor(s) to maintain records on case assignments and dispositions
Enter, maintain, retrieve and compile factual information using the computerized records management system and other law enforcement system(s)
Classify and properly code crimes pursuant to applicable state and federal reporting systems
Assist with scanning and indexing case files into department document imaging system
Photocopy documents
Type departmental correspondence
Assist with training of others when the need arises
Perform other duties as assigned or apparent
Minimum and Desired Qualifications
Education
High school diploma or equivalent
Experience
Two (2) years of work experience providing administrative support/data entry/technical support
Ability to type a minimum of 50 WPM
Equivalency
An equivalent combination of education and experience closely related to the duties of the position MAY be considered.
Knowledge, Skills and Abilities
Basic working knowledge of Microsoft Office Suite applications and programs
Ability to exercise sound judgment to identify and resolve issues/problems
Ability to effectively explain routine and complex information to residents and the public from a variety of diverse cultures and backgrounds
Ability to effectively handle conflict and respond calmly to frustrated/angry residents
Ability to calmly and effectively respond to emergency situations
Ability to work independently with minimal supervision and direction
Ability to maintain confidentiality of private and confidential data/information as well as police department activities
Ability to interact, develop and maintain positive and professional working relationships
Ability to clearly, concisely, and effectively communicate, both in verbal and written formats
Stable work history
Ability to provide a level of customer service that meets or exceeds customer expectation and satisfaction
Ability to relate and work effectively with people from diverse cultural, socioeconomic, racial and ethnic backgrounds
Embrace and engage in cultural shift toward Continuous Improvement
Desired Qualifications
Associate degree or advanced coursework/professional training in administrative support, business, law enforcement, criminal justice, corrections or related field
One (1) year of transcription experience
Advanced professional training in or additional experience providing customer service
Previous experience transcribing statements
Previous experience working with people from various cultural, socioeconomic, racial and ethnic backgrounds
Fluency in Spanish, Hmong, Russian, Somali, Laotian, Vietnamese or American Sign language(s)
Background Check
The City has determined that a criminal background check and/or qualifications check may be necessary for certain positions with this job title. Applicants may be required to sign an informed consent form allowing the City to obtain their criminal history and/or verify their qualifications in connection with the position sought. Applicants who do not sign the informed consent form will not be further considered for the position.
Selection Process
The selection process will consist of one or more of the following steps: a rating of relevant education and experience and/or an examination. It is important that your application show all the relevant education and experience you possess. This information will be used to determine which candidates will proceed in the selection process. A submitted application is also used to verify the answers to any supplemental questions. Human Resources reserves the right to limit the number in any phase of the selection process.
Brooklyn Park is a thriving northwestern suburb of Minneapolis and the sixth largest city in the state with over 82,000 residents and 30,000 jobs. As the 11th fastest growing city in Minnesota, the city has become even more vibrant because of our remarkable racial and cultural diversity. Fifty-four percent of residents are people of color, 22 percent are foreign-born, and more than a quarter speak a language other than English at home.
Additional Information
Department/Division: Police Department/Support Services Division
Anticipated Hiring Wage & Start Date: Step 1 ($23.41) and as soon as possible
Anticipated Schedule: Full-time, benefited, non-exempt, union position with the following schedule: Thursday – Sunday 10:00 p.m. – 8:00 a.m. (may vary based upon business need.) This position is eligible for health benefits.
Additional Requirements:
A department uniform will be required to be worn
Final candidates will undergo a criminal background search and reference verification
Regular, full-time City of Brooklyn Park employees (30 or more hours per week) are eligible for a benefits package including: Vacation New employees generally earn 10 days of vacation per year Vacation accruals increase with longevity up to a maximum of 20 days per yearSick Leave Sick leave is accrued at the rate of 8 hours per month with unlimited accumulationHolidays 12 paid holidays per yearHealth Insurance: Employees may choose between two health plans with an option to waive if covered under another qualified plan The City contributes to the cost of health insuranceDental Insurance Employees may choose between two dental plans with an option to waive if covered under another qualified planLife Insurance The City provides term life insurance with an option for employees to purchase additional voluntary and dependent term life insurance at group ratesDisability Insurance Long-term disability insurance available at group rates Retirement Public Employee’s Retirement Association (PERA) pension plan (employer/employee contributions Optional 457 deferred compensation plans for tax-deferred retirement savingsFlexible Spending Arrangement (FSA) Reimbursement account for health care and daycare expenses using pre-tax contributionsEmployee Assistance Program (EAP) Employee Assistance Program provides confidential counseling and referral servicesFitness Free on-site fitness facilities; Wellness program and fitness classes offeredDirect Deposit (mandatory) Payroll checks are automatically deposited into designated account(s) on paydayRegular, part-time benefited City of Brooklyn Park employees (20-29 hours per week) are not eligible for Health Insurance, but are eligible for the following benefits: Sick and Vacation at a pro-rated rate PERA Life Flexible Spending Deferred Comp, if enrolled. Benefits may differ based on union contracts for employees represented by a collective bargaining unit. This summary is for information only and is subject to change or revocation without notice. This summary shall not constitute a contract or guarantee, express or implied.
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