Police Administrative Assistant - City of McPherson

Job Summary Responsible for answering incoming telephone calls, assisting the public, performing clerical duties and maintaining department records for the City of McPherson. Job Competencies and Essential Job Functions • Provides administrative and clerical support to Police Department command staff, supervisors, officers, School Resource Officers (SROs), DARE personnel, and other assigned staff. • Performs data entry, correspondence, document preparation, scanning, filing, records maintenance, and distribution of official communications. • Answers telephone calls, assists visitors and the public, responds to inquiries, and coordinates with City employees, outside agencies, prosecutors, and courts. • Maintains office supplies, equipment, files, and work areas; reports equipment malfunctions and assists with ordering supplies and maintaining inventories. • Maintains reliable attendance, punctuality, confidentiality, and professional working relationships. • Enters, updates, verifies, and maintains police records in the Records Management System (RMS) and other applicable systems, including police reports, case jackets, investigative documents, citations, warnings, parking tickets, summonses, dispositions, warrants, and historical records. • Performs authorized records checks and interagency requests; assists with entering, removing, validating, and second-checking information in the National Crime Information Center (NCIC) and other law-enforcement information systems. • Reviews fingerprints, dispositions, and other records received from the McPherson County Jail; issues bicycle licenses and maintains related records. • Maintains court information and case dispositions, posts court trials, coordinates officer notifications for court appearances, and prepares documentation for legal proceedings. • Coordinates with the City Attorney, County Attorney/Prosecutor, courts, and other agencies regarding case records, court requirements, and related matters. • Ensures records are accurate, complete, secure, and maintained in accordance with applicable policies and access requirements. • Assists with preparing and maintaining Department policies, KLEAP documentation, officer training records, and required training submissions to KSCPOST. • Supports Department training programs, travel arrangements, administrative projects, and the orientation of new administrative and reception personnel. • Maintains working knowledge of Department policies and procedures and complies with applicable federal, state, and local laws and regulations. • Collects, organizes, reviews, and analyzes crime, calls-for-service, case, citation, and other Department data; prepares statistics, reports, summaries, bulletins, maps, and dashboards. • Assists with identifying crime patterns, repeat activity, emerging community issues, and seasonal, geographic, school-related, industrial, and event-related trends. • Maintains data accuracy, provides information to supervisors and command staff for decision-making, and participates in professional crime-analysis networks as appropriate. • Provides administrative support for SRO and DARE programs, recruiting, community outreach, special events, grants, and Department projects. • Assists the PIO with media releases, social media, public information materials, and community communications in coordination with designated personnel. • Maintains hiring websites and applicant records; processes applications and assists with applicant testing, interviews, recruitment events, and related activities. • Assists other City departments, including the Animal Shelter, when requested and appropriate; serves as a Notary Public when required and authorized. • Demonstrates professionalism, sound judgment, accuracy, discretion, ethical conduct, and impartiality when handling sensitive information and interacting with the public, law-enforcement personnel, and outside agencies. • Complies with City and Police Department policies, procedures, rules, regulations, and applicable laws. • Performs other related duties and special assignments as directed. Position Requirements and Qualifications Education / Experience requirements: • High school diploma or equivalent • 1 year of administrative assistance experience Licenses / Certifications: • NCIC certified Knowledge, Skills, and Abilities: • Knowledge of clerical skills, office procedures and administrative duties • Strong working knowledge of Microsoft Office applications • Ability to interpret data, type with speed and accuracy and prepare reports • Strong time management and prioritization • Independent work capability • Quick decision-making and sound judgment • Project and priority management • Strong communication and problem-solving skills • Proficiency in math, spelling, computer use, and calculators • Professional and courteous demeanor • High attention to detail