Administrative Assistant Job at Brookhaven Police Department in Brookhaven

Overview

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• Performs a variety of administrative and clerical functions in the City Clerk’s Office including the maintenance of City records. Assists City Clerk and Deputy City Clerk in managing and maintaining the Records Information Management System (Laserfiche), including appropriate control over the protection, retention, redaction, and destruction of records in accordance with legal and operational requirements. Maintains the database of files and utilizes and masters use of document management and scanning software. Assists City Clerk in Open Records Requests (ORRs and FOIAs) by researching, reviewing, redacting, and processing all records requests and disseminates records in accordance with the Georgia Open Records Act and mastering use of open records software (JustFOIA).

Responsibilities

• Performs a variety of administrative and clerical functions in the City Clerk’s Office including the maintenance of City records.
• Assists City Clerk and Deputy City Clerk in managing and maintaining the Records Information Management System, including appropriate control over the protection, retention, redaction, and destruction of records in accordance with legal and operational requirements including maintaining the database of files and utilizing and mastering use of document management and scanning software.
• Assists City Clerk in Open Records Requests (ORRs and FOIAs) by researching, reviewing, redacting, and processing all records requests and disseminates records in accordance to the Georgia Open Records Act and mastering use of open records software (JustFOIA).
• Makes copies of video and audio tapes; distribute copies to requestors; use redaction software (e.g., Adobe); collects fees for records; and uploads documents to Dropbox and/or other cloud-based storage software.
• Maintains current knowledge of laws, codes and regulations pertinent to the functions of the City Clerk’s office including those related to records management, public meetings, and open records. Will be required to complete training for records management and open records.

Minimum Requirements

• Two (2) years of study at an accredited college or university.
• Two (2) years of experience performing work related to the described duties; or equivalent education and/or experience.

Knowledge, Skills And Abilities

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, scanning, recording, transcription, designing forms, and other office procedures and terminology.
• Ability to read and understand information and ideas presented in writing.
• Ability to see details at close range (within a few feet of the observer).
• Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules.
• Ability to listen to and understand information and ideas presented through spoken words and sentences.
• Ability to communicate information and ideas in writing so others will understand; effectively operate a variety of modern office equipment including computers, transcription and recording devices, computer equipment and designated software and operating systems.
• Interpret and apply established laws, rules, regulations and codes; prepare complex reports on records; work effectively under pressure and with frequent interruptions; use initiative and exercise independent judgment.
• Deal with confidential information; maintain required knowledge; communicate effectively; establish and maintain effective working relationships with department heads, public officials, employees and the general public.
• Desire to strive for excellence in customer service, timely dissemination of information, preservation of records, and upholding integrity and transparency.

Physical Demands

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

Work Environment

This position works in a relatively safe, secure, and stable work environment.

Job Details

• Seniority level: Entry level
• Employment type: Part-time
• Job function: Administrative
• Industries: Law Enforcement