POLICE- STAFF ASSISTANT

About the Role

This position performs a variety of tasks related to general administration and coordination within the office. The individual provides assistance in several areas of administrative operations, with a focus on supporting the Municipal Court Clerk, Records Clerk, front office operations, and the crime analysis division as directed.

Responsibilities

• Understand the record system and communications capabilities of the agency.
• Prepare and maintain the Municipal Court calendar and docket; assist in updating and maintaining all Bench Warrants.
• Receive information from GCIC and properly handle or disseminate it within the agency.
• Assist with GCIC audits and support GCIC/NCIC personnel during audits, monthly validations, or other official visits.
• Maintain Court Dockets, Bench Warrants, and daily updates on housing of inmates for the Thomasville Police Department.
• Provide support services to the Municipal Court Judge, Clerk of Municipal Court, attorneys, law enforcement officers, probation officers, county clerk’s office, cashiering department, FBI, GCIC, Department of Driver Services, insurance companies, and other law enforcement agencies.
• Enter all court dispositions into the computer program and submit information to GCIC for criminal histories.
• Make corrections and/or deletions on fingerprinted records for the Thomasville Police and Municipal Court Department.
• Reschedule and transfer court cases to State or Superior Court; prepare court-appointed attorney cases and submit all relevant paperwork.
• Prepare all Indigent Case paperwork for court and attorneys, including attorney vouchers.
• Collect after-court fees on late payments.
• Submit citations, suspensions, and releases electronically to the Department of Motor Vehicles.
• Responsible for entry and removal of GCIC data; ensure records are accurate and updated.
• Assist in handling walk-in and HR-requested background checks.
• Handle HIT confirmations during business hours.
• Ensure all reports are entered into the records management system daily.
• Assist in preparing the Hot Sheet daily for missing/wanted persons, stolen vehicles, and house checks.
• Run queries for department/public statistics.
• Provide copies and faxes of reports to/for the public.
• Track and maintain citations.
• Provide professional customer service to individuals over the phone and in person.

Requirements

• High school diploma required; two years of post-secondary formal education or equivalent in secretarial or clerical areas preferred.
• Skilled in the compilation and analysis of data.
• Able to learn, comprehend, and apply all city or departmental policies, practices, and procedures necessary to function effectively.
• Strong oral and written communication skills; capable of presenting data to all levels of the department.
• Proficient typing skills and capable of using standard office equipment.
• Ability to deal effectively with the public in a fast-paced environment.
• Professional customer service skills for both internal and external customers.
• Ability to maintain security and confidentiality of all information.
• Assist the public in obtaining reports, information, court dispositions, suspension releases, clearing reports, and background checks.
• Must establish and maintain GCIC Certification within 90 days of employment.

Physical/Environmental Requirements

• Mobility to work in typical office settings using standard office equipment.
• Vision to read printed materials and computer screens.
• Hearing and speech to communicate in person or over the telephone.