ADMINISTRATIVE SUPPORT SPECIALIST- POLICE DEPARTMENT

Warrington Township is looking for a Full-Time Administrative Support Specialist. This is a non-exempt position with an annual salary of $45,000-$55,000 depending upon qualifications.
Position Title: Administrative Support Specialist
Department: Police Department
Hours: 37.5 - Monday-Friday

POSITION OVERVIEW:

The Administrative Support Specialist position plays a vital role in the daily operations of the Police Department. The selected individual will be responsible for preparing a variety of police reports, supporting the department’s recordkeeping functions, maintaining accurate data, and performing clerical tasks such as filing, typing, and answering telephones. This position also assists in processing police correspondence, distributing records, and ensuring compliance with department standards for report management.

Key Responsibilities:

• Perform general clerical duties.
• Receive incident reports and cases and process them for review.
• Maintain and manage police records, ensuring their accuracy and timely distribution.
• Answer telephones and respond to walk-in inquiries from citizens and department staff.
• Submit crash reports as required.
• Process and follow-up on incoming and outgoing police correspondence.
• Maintain professional conduct and a respectful attitude when interacting with citizens, supervisors, and department personnel.
• Keep accurate records for various department items.
• Enter dispositions for completed and cold case reports, file reports in the designated record storage area.
• Forward fingerprint cards and pertinent information to the appropriate agencies and the District Attorney’s Office for court processing, with follow-up on any changes.
• Prepare and maintain accurate monthly reports for the department.
• Maintain departmental organizational charts and personnel sheets.
• Process expungement orders and remove records as needed.
• Perform record checks requested by government agencies.
• Review and submit information for UCR/NIBRS reporting, ensuring proper entry into the records management system.
• Process inquiries and verification documents from external and internal agencies.
• Type memoranda and inter-departmental correspondences for police supervisors.
• Support command staff, officers, and detectives by processing information for assigned cases.
• Collect and record fees for investigative reports.
• Disseminate correspondence to department personnel as directed.
• Enter parking tickets, citations, traffic warnings, and Protection from Abuse Orders into the department’s Records Management System.
• Conduct quality control by reviewing police incident reports for coding errors.
• Provide coverage for other Administrative Staff/Clerk Typists when necessary.
• Transport U.S. and inter-department mail between the Police Department and the Administration Building.
• Perform additional tasks as assigned.

Qualifications:

• High School Diploma or Equivalent.
• Associates degree in business or related field is preferred.
• Valid Driver’s License.
• Ability to adapt and multitask.
• Proficient in word processing, typing, and data management.
• Strong organizational skills and attention to detail.
• Ability to handle confidential information with discretion.
• Strong communication and interpersonal skills.
• Experience in a clerical or administrative support role is preferred.
• Familiarity with records management systems or similar databases is a plus.

Key Responsibilities:

• Perform general clerical duties.
• Receive incident reports and cases and process them for review.
• Maintain and manage police records, ensuring their accuracy and timely distribution.
• Answer telephones and respond to walk-in inquiries from citizens and department staff.
• Submit crash reports as required.
• Process and follow-up on incoming and outgoing police correspondence.
• Maintain professional conduct and a respectful attitude when interacting with citizens, supervisors, and department personnel.
• Keep accurate records for various department items.
• Enter dispositions for completed and cold case reports, file reports in the designated record storage area.
• Forward fingerprint cards and pertinent information to the appropriate agencies and the District Attorney’s Office for court processing, with follow-up on any changes.
• Prepare and maintain accurate monthly reports for the department.
• Maintain departmental organizational charts and personnel sheets.
• Process expungement orders and remove records as needed.
• Perform record checks requested by government agencies.
• Review and submit information for UCR/NIBRS reporting, ensuring proper entry into the records management system.
• Process inquiries and verification documents from external and internal agencies.
• Type memoranda and inter-departmental correspondences for police supervisors.
• Support command staff, officers, and detectives by processing information for assigned cases.
• Collect and record fees for investigative reports.
• Disseminate correspondence to department personnel as directed.
• Enter parking tickets, citations, traffic warnings, and Protection from Abuse Orders into the department’s Records Management System.
• Conduct quality control by reviewing police incident reports for coding errors.
• Provide coverage for other Administrative Staff/Clerk Typists when necessary.
• Transport U.S. and inter-department mail between the Police Department and the Administration Building.
• Perform additional tasks as assigned

The physical demands described here are representative of those that must be met by an employee to perform successfully the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• To see and hear
• To function in activities involving walking, bending, stooping, lifting, reaching above shoulder, climbing stairs and driving a vehicle.
• To sit for up to 4-8 hours, stand for up to 2-8 hours, walk for up to 2-8 hours and drive for up to 1-2 hours per workday
• To lift and carry up to 25 lbs. infrequently
• To speak and write English fluently
• Ability to use both the right and left hand for repetitive actions and firm grasping of tools, equipment and object