ADMINISTRATIVE ASSISTANT III

Job Title

This position is responsible for the daily task of validating a list of items entered into NCIC / TCIC database and entry and clearing of items in the NCIC / TCIC database as requested. Under supervision and in accordance with procedure, contacts victims by phone to validate if the items should still be on the list and meets a monthly deadline of the report to the State of Texas. This position is based on meeting deadlines on a daily basis.

Essential Responsibilities

• Makes numerous phone calls daily to victims who have filed incident reports in an attempt to determine if the item needs to be on the NCIC / TCIC list or if it needs to be removed.
• Have basic knowledge and extensive use of Microsoft Office to include Excel spreadsheets, Word documents, and email.
• Receives return phone calls from victims for follow-up on a daily basis.
• Verifies current information with the victim for future contact if needed.
• Enter and clear items from NCIC / TCIC database using proper procedures.
• Receive calls from detectives requesting assistance with NCIC / TCIC entries.
• Ensure all entry / clear cards are electronically placed into the incident report and add supplements to the incident report.
• Scanning of various documents into records management system as needed.
• Enter pawn tickets into an online database.
• Case assignment of various incident reports.
• Provide excellent customer service on a daily basis.
• Performs other job-related duties as assigned.

Knowledge, Skills, And Abilities

Minimum Requirements

Must be able to type 45 wpm; ability to operate a PC; six months experience dealing with the public; knowledge of office procedures; ability to accurately record the finding of the validations in the incident report; ability to scan documents; ability to pay attention to detail; ability to sit for long periods of time; must be able to work well with fellow employees and in a team work environment; able to work independently with minimal supervision; ability.

Ability to read, write, and speak the English language at a high school graduate level; must be a high school graduate or have a GED or 12 hours from an accredited college; must have normal hearing or corrected to normal; 20 / 40 or corrected to 20 / 40 eyesight; ability to follow written and verbal instructions; ability to work under stressful conditions; ability to occasionally work overtime.

Must be able to pass NCIC / TCIC, CJIS requirements, training, and testing within 6 months of being hired.

Prior to being accepted for this position, applicant must successfully complete a polygraph exam.

A Police Department employee must have an excellent reputation in order to maintain the public's trust in the Police Department. The following factors would automatically disqualify an applicant : Any felony or Class A misdemeanor conviction; Class B misdemeanor conviction within the last 10 years; any conviction of family violence; currently under indictment for any criminal offense; or a discharge from military service under less than Honorable conditions. The following factors could disqualify an applicant : Any illegal possession or use of a controlled substance, including marijuana; excessive traffic convictions; or a history of bad debt.

Preferred Qualifications

College education or college courses; prior administrative experience with a law enforcement agency; prior experience in investigative work; bilingual; ability to type more than 55 wpm; knowledge and use of Adobe software; one year experience as an Administrative Assistant I with the Amarillo Police Department.

Work Environment

This is primarily an office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees may be required to lift, carry, push, and pull materials and objects weighing up to 10 pounds.

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and / or public and private representatives in interpreting and enforcing departmental policies and procedures.

The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all responsibilities, duties and skills which may be required. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.

The City of Amarillo is an Equal Opportunity employer and encourages applications from eligible and qualified persons regardless of race, color, religious creed, national origin, ancestry, age, gender, pregnancy, sexual orientation, gender identity, marital status, familial status, disability, genetic information or protected veteran status, in compliance with applicable federal, state and local law. The City of Amarillo provides reasonable accommodations to applicants with disabilities on a case by case basis. If you need a reasonable accommodation for any part of the application or hiring process, please contact the Human Resources Office at 806-378-4294.