This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and minimum qualifications of this job. The incumbent may be required to perform job-related responsibilities and tasks other than those stated in this job description. Nothing in this job description restricts management’s right to assign or reassign job-related responsibilities and tasks to this job at any time. Certain functions are understood to be essential; these include, but are not limited to, attendance, getting along with others, working a full shift, and dealing with and working under stress. Any essential function of this job will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.

JOB SUMMARY: The Office Assistant works under the general supervision of the Office Manager and is responsible for answering and directing all incoming telephone calls; for maintaining all files and records of incidents; and for receiving money for fines, warrants and reports for the Benton Police Department. This position is governed by State and Federal laws and department policy.

ESSENTIAL JOB FUNCTIONS:

1. Answers incoming telephone calls and transfers to the proper party as needed.
2. Maintains files and records of incidents made to the Department; inputs reports, traffic tickets and warrants; and keeps up with and prepares UCR reports.

3. Greets and assists the public with inquires of accidents, incidents, court dates, traffic tickets and warrants; answers phone calls and assists the public seeking the same information; and mails or faxes accident and incident reports to insurance companies, other agencies and the general public.

4. Receives money in person or by mail for fines, warrants and reports from the general public and records same in proper receipt books.

5. Enters daily reports and citations in the computer and matches information in reports for arrest information. Checks computer for an accurate listing of reports and refers those that are incomplete or missing to the Office Manager.

6. Receives and enters all warrants and removes warrants from the computer when served; mails letter of notification of warrants to out-of-town persons; and receives, enters and deletes all subpoenas for the Courts.

SECONDARY DUTIES AND RESPONSIBILITIES:

The Office Assistant has frequent contact with department personnel, courts, prosecuting attorney, businesses, insurance companies and the general public.

SUPERVISORY RESPONSIBILITIES: None MINIMUM QUALIFICATIONS:

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

General Knowledge of office practices. Knowledge of grammar, spelling, and punctuation. Knowledge of record keeping systems.

Knowledge of basic arithmetic.

Knowledge of computers and computer programs. Ability to communicate effectively orally and in writing.

Ability to answer the telephone, greet visitors, and provide information and assistance.

Ability to maintain filing systems and research files to verify data in various forms and documents.

Ability to operate standard office equipment.

ADDITIONAL REQUIREMENTS:

High School diploma or equivalent and at least three (3) years training in business office practices, or a related field.

Other education and/or experience may be substituted for all or part of these basic requirements upon approval of the Chief of Police.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.