Richmond County School System
Administrative Assistant Records Manager
Richmond County School System, Augusta, Georgia, United States, 30910
Department or Location:
School Safety & Security Department
Position Type:
Classified / Non-Contracted
Job Title:
Administrative Assistant Records Manager
FLSA Status:
Non-Exempt
Reports To:
Lieutenant of Emergency Preparedness
Days Worked:
235 Days (12 months)
JOB QUALIFICATIONS:
Education
:
Must possess a High school diploma, Associate's degree, or related field desirable. Must be able to successfully complete the Georgia Association of Chiefs of Police certification manager's course within 6 months.
Certification or Licensure:
Must have a valid driver's license.
Skills:
Ability to follow instructions and apply them to work tasks. Computer proficiency. Strong verbal and written communication skills. Ability to work independently. Ability to learn the applicable laws, ordinances, and department rules and regulations
Work Experience:
Knowledge of modern law enforcement principles, procedures, techniques, and equipment required. Must not have been convicted of a felony or some other crime involving moral turpitude.
PRIMARY DUTY:
This position is responsible for the maintenance, retrieval, protection, retention, and destruction of police records, maintenance of property/evidence, and coordination of agency accreditation/certification activities.
ESSENTIAL DUTIES AND RESPONSIBILITIES :
Records Management: Performs a variety of routine clerical, secretarial, and administrative work in support of law enforcement activities. Review all reports from officers for completeness and follow-up. Assists in the preparation of a variety of reports and records including accident reports, tow-in reports, citation reports, offense reports, arrest/booking reports, reports of investigation, field interrogation reports, alcohol reports, influence reports, vehicle impoundment forms, traffic hazard report, and other reports of a similar nature. Reports to UCR, GEARS, and other city, county, and state entities as required. Records and files citations; merges police reports into the Records Management System. Serves as backup to the Dispatcher to maintain the necessary computer systems, enters data into the computer, and generates a variety of law enforcement management system reports. Operates National Crime Information Computer (NCIC) criminal data information systems and Georgia Crime Information Computer (GCIC) criminal data information systems. Serves as backup to the Dispatcher to dispatch information to officers in the field, as needed. Maintains the Uniform Crime Reports (UCR). Provides a variety of police-related information to the public and governmental agencies. Conduct background checks for personnel/human resources department. Establishes and maintains records systems. Maintains departmental records and files.
State Certification:
14. Responsible for maintaining all files for compliance with the state certification process.
15.Ensures proper training for police department employees on all new and revised policies.
16.Conducts employee orientation training regarding the state certification process.
17.Writes and/or reviews all new and revised policies to ensure compliance with State Certification standards.
18.Coordinates with the administrative staff for proofing of policies for adherence to all applicable laws.
19.Acts as a liaison between police administration, other department employees, and outside agencies in all certification efforts.
20.Maintains a standard format for policies to be reviewed and revised on a scheduled basis.
21.Regularly reports to agency staff on accreditation compliance.
22.Directs on-site inspections of compliance with State Certification.
23.Prepares and submits annual agency reports to the appropriate certification authority.
24.Represents the safety and security department at local, regional, and national conferences and meetings related to the certification process.
25.Receives evidence, such as weapons, ammunition, narcotics, drug paraphernalia, tools, automotive parts, documents, clothing, luggage, and other items.
26.Retrieves, verifies, and catalogs all incoming property/evidence, stores evidence in the proper place in the vault, logs location, and ensures that the vault is locked and secure.
27.Receives blood and urine samples and stores them in the evidence vault for transportation to the crime lab
28.Obtains Evidence Disposition Reports authorizing the storage, release, and disposal of evidence.
29.Releases evidence to rightful owners in accordance with departmental policy.
30.Temporarily releases evidence to courts, police officers, labs, and attorneys for their review and court trials, in accordance with departmental policy.
31.Prepares evidence for disposal and makes arrangements with the Chief of Police, police personnel, and representatives from outside agencies to destroy evidence.
32.Updates computerized and manual inventory reports and logs on evidence received, released, and destroyed.
33.Provides information to representatives from the District Attorney's Office, Public Defender's Office, private attorneys, Victim/Witness Advocate Office, City Attorney's Office, and members of the public on departmental policy and procedures regarding matters concerning evidence.
34.Responsible for the maintenance of records concerning utilization, retention, preservation, and disposition of records in compliance with Federal, State, and City laws and or regulations.
35.Perform a complete inventory of the evidence vault one time every 12 months.
36.Maintain the evidence room in a condition that it is prepared for an outside audit at all times.
37.Be dependable and meet acceptable attendance requirements at all times.
38.Follow all applicable safety rules and regulations.
39.The employee shall carry out such other and further duties, whether specifically listed above or not, as are assigned or required by such employee's supervisor, other appropriate school personnel, law board policy administrative regulation, or department handbook, as are reasonably necessary to the efficient operation of the school system and its mission.
WORK ENVIRONMENT / PHYSICAL DEMANDS :
The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually moderate.
The employee must occasionally lift and/or move up to 25 pounds. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to walk, stand, and sit.
School Safety & Security Department
Position Type:
Classified / Non-Contracted
Job Title:
Administrative Assistant Records Manager
FLSA Status:
Non-Exempt
Reports To:
Lieutenant of Emergency Preparedness
Days Worked:
235 Days (12 months)
JOB QUALIFICATIONS:
Education
:
Must possess a High school diploma, Associate's degree, or related field desirable. Must be able to successfully complete the Georgia Association of Chiefs of Police certification manager's course within 6 months.
Certification or Licensure:
Must have a valid driver's license.
Skills:
Ability to follow instructions and apply them to work tasks. Computer proficiency. Strong verbal and written communication skills. Ability to work independently. Ability to learn the applicable laws, ordinances, and department rules and regulations
Work Experience:
Knowledge of modern law enforcement principles, procedures, techniques, and equipment required. Must not have been convicted of a felony or some other crime involving moral turpitude.
PRIMARY DUTY:
This position is responsible for the maintenance, retrieval, protection, retention, and destruction of police records, maintenance of property/evidence, and coordination of agency accreditation/certification activities.
ESSENTIAL DUTIES AND RESPONSIBILITIES :
Records Management: Performs a variety of routine clerical, secretarial, and administrative work in support of law enforcement activities. Review all reports from officers for completeness and follow-up. Assists in the preparation of a variety of reports and records including accident reports, tow-in reports, citation reports, offense reports, arrest/booking reports, reports of investigation, field interrogation reports, alcohol reports, influence reports, vehicle impoundment forms, traffic hazard report, and other reports of a similar nature. Reports to UCR, GEARS, and other city, county, and state entities as required. Records and files citations; merges police reports into the Records Management System. Serves as backup to the Dispatcher to maintain the necessary computer systems, enters data into the computer, and generates a variety of law enforcement management system reports. Operates National Crime Information Computer (NCIC) criminal data information systems and Georgia Crime Information Computer (GCIC) criminal data information systems. Serves as backup to the Dispatcher to dispatch information to officers in the field, as needed. Maintains the Uniform Crime Reports (UCR). Provides a variety of police-related information to the public and governmental agencies. Conduct background checks for personnel/human resources department. Establishes and maintains records systems. Maintains departmental records and files.
State Certification:
14. Responsible for maintaining all files for compliance with the state certification process.
15.Ensures proper training for police department employees on all new and revised policies.
16.Conducts employee orientation training regarding the state certification process.
17.Writes and/or reviews all new and revised policies to ensure compliance with State Certification standards.
18.Coordinates with the administrative staff for proofing of policies for adherence to all applicable laws.
19.Acts as a liaison between police administration, other department employees, and outside agencies in all certification efforts.
20.Maintains a standard format for policies to be reviewed and revised on a scheduled basis.
21.Regularly reports to agency staff on accreditation compliance.
22.Directs on-site inspections of compliance with State Certification.
23.Prepares and submits annual agency reports to the appropriate certification authority.
24.Represents the safety and security department at local, regional, and national conferences and meetings related to the certification process.
25.Receives evidence, such as weapons, ammunition, narcotics, drug paraphernalia, tools, automotive parts, documents, clothing, luggage, and other items.
26.Retrieves, verifies, and catalogs all incoming property/evidence, stores evidence in the proper place in the vault, logs location, and ensures that the vault is locked and secure.
27.Receives blood and urine samples and stores them in the evidence vault for transportation to the crime lab
28.Obtains Evidence Disposition Reports authorizing the storage, release, and disposal of evidence.
29.Releases evidence to rightful owners in accordance with departmental policy.
30.Temporarily releases evidence to courts, police officers, labs, and attorneys for their review and court trials, in accordance with departmental policy.
31.Prepares evidence for disposal and makes arrangements with the Chief of Police, police personnel, and representatives from outside agencies to destroy evidence.
32.Updates computerized and manual inventory reports and logs on evidence received, released, and destroyed.
33.Provides information to representatives from the District Attorney's Office, Public Defender's Office, private attorneys, Victim/Witness Advocate Office, City Attorney's Office, and members of the public on departmental policy and procedures regarding matters concerning evidence.
34.Responsible for the maintenance of records concerning utilization, retention, preservation, and disposition of records in compliance with Federal, State, and City laws and or regulations.
35.Perform a complete inventory of the evidence vault one time every 12 months.
36.Maintain the evidence room in a condition that it is prepared for an outside audit at all times.
37.Be dependable and meet acceptable attendance requirements at all times.
38.Follow all applicable safety rules and regulations.
39.The employee shall carry out such other and further duties, whether specifically listed above or not, as are assigned or required by such employee's supervisor, other appropriate school personnel, law board policy administrative regulation, or department handbook, as are reasonably necessary to the efficient operation of the school system and its mission.
WORK ENVIRONMENT / PHYSICAL DEMANDS :
The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually moderate.
The employee must occasionally lift and/or move up to 25 pounds. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to walk, stand, and sit.