Office Specialist

Job Description:

Office Specialist

Description

An island community rich in history and opportunity, Galveston is the ideal place to live, work and raise a family!

Job Description

SUMMARY: Under general supervision, performs routine clerical work to assist the Captain of Administrative Bureau in maintaining accurate and complete Police Department records; performs related work as required. The incumbent must be able to perform a full range of duties within a framework of established procedures with only occasional instruction or assistance.

ESSENTIAL FUNCTIONS : Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

• Reviews, processes, enters into computer, files, maintains, and/or distributes as appropriate various department records and case documents including, but not limited to, citations, warnings, complaints, incident reports, accident reports, arrest sheets, subpoenas, warrants, and other case records; ensures case files contain complete and accurate documentation.
• Processes dispositions and implements expungement orders.
• Requests records and information from other agencies as needed for case files.
• Assembles complete case files and forwards to the District Attorney’s Office and various other personnel as appropriate.
• Performs computer data entry to record, update, and retrieve information and to prepare required statistical and narrative reports and correspondence.
• Greets incoming visitors, determines the nature of the visit, and the appropriate response.
• Answers incoming phone calls, provides information, and/or routes calls to appropriate staff.
• Reviews documentation of reports for completeness and appropriate case numbers.
• Notarizes statements and complaints.
• Supports the relationship between the City of Galveston and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.
• Employees may at any time be required to work in order to provide for the safety and well-being of the general public, including the delivery and restoration of vital services, in the event of an emergency.

KNOWLEDGE AND SKILLS:

Knowledge:

• City organization, operations, policies, and procedures.
• Knowledge of City, State, and Federal laws, codes, and regulations governing Police records management.
• Knowledge of records management principles and methods.
• Knowledge of Police Department policies and procedures.
• Business and personal computers; word processing and spreadsheet software; and other general office equipment and computer applications.

Skill in:

• Organizing and maintaining records.
• Managing situations requiring diplomacy, fairness, firmness, and sound judgment.
• Providing efficient customer service.
• Time management.
• Performing data entry with a high degree of accuracy.
• Understanding and applying City policies and procedures and applicable federal and state regulations.
• Establishing and maintaining cooperative working relationships with all levels within the City.
• Communicating effectively verbally and in writing.

MINIMUM QUALIFICATIONS:

High School diploma or equivalent; AND two years’ experience in advanced staff support is required; OR an equivalent combination of education and experience.

LICENSE AND CERTIFICATION:

• Possession of a valid Texas Driver’s License.
• Must be a Texas Notary Public or be able to obtain a Texas notary commission.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:

Work is performed primarily in a standard office environment. May be required to lift and carry items weighing up to 25 pounds, stooping, standing, walking, and sitting for prolonged periods of time dependent on the specific assignment. May be required to climb ladders.

Compensation Range

DOQ

The City of Galveston is an equal opportunity employer and will consider only the qualifications of the applicants. The City does not tolerate any form of discrimination based on race, color, religion, sex, age, national origin, or physical/mental disability in employment or provision services.