The CIty of Fairburn has the following position available:
: Administrative Aide
Eligible for health and dental coverage, retirement plan, life insurance, long-term disability insurance, Deferred Compensation Plan, ten (10) paid holidays per year, ten (10) days annual leave per year and ten (10) days sick leave per year, and ancillary benefits.
Fulltime nonexempt (eligible for overtime pay).
SCHEDULE: Normal operating hours are Monday – Friday, 8:00 am – 5:00 pm (schedule flexibility is available to accommodate needs of the City). Incumbent attends City Council and other meetings during evening and outside general work hours as needed.
This position is a nonexempt hourly position responsible to perform a wide range of clerical duties in support of the Fairburn Police Department. Incumbent must type, file, process and distribute a variety of documents and correspondence, answer telephones and to provide information and assistance to the public and to staff. Incumbent will normally work 8:00 a.m. to 5:00 p.m., Monday through Friday.
Each position in this classification may not include all the duties listed below, nor do the examples cover all duties that may be performed.
Under general supervision:
- Prepare, type, word process and proofread a variety of documents including general correspondence and reports; prepare and distribute news releases; transcribe dictation of various reports; enter a variety of data and information into various computer programs.
- Answer the telephone and provide assistance to the general public; transfer calls to appropriate person, voice mail or take written messages.
- Respond to public inquiries in a courteous manner; provide information or copies of reports requested according to Departmental guidelines.
- Assist Records Management (RMS) with scanning and data entry of various reports.
- Maintain and keep up-to-date files for Records Management as assigned.
- Receive, sort, and distribute incoming correspondence.
- Responsible for the subpoena process within the Department; receipt of, serving the officer and maintaining the files.
- Research and compile data from RMS for daily, weekly, monthly and annual reports.
- Continuously provide quality, responsive, efficient, and effective department services in assigned program area; work with co-workers on the continuous improvement of departmental services; encourage co-worker involvement in quality initiatives.
- Work with team officers to identify and solve problems, improve customer service, and continuously improve the overall quality of departmental services; encourage co-workers to develop a team approach to work and provide quality service to the community.
Other duties and functions:
- Responsible for accounting duties at Department which includes the data entry of invoices/requisitions, monthly accounts reconciliation, initiating check requests, requests for purchase orders and maintaining accurate and up-to-date information on all budget line items.
- Coordinate lodging, per-diem and other employee travel expenses.
- Order and stock general office supplies.
- Assist with preparation and setup of any special events for Department.
- Responsible for sending out information to area vets on lost or found pets.
- Perform related duties and responsibilities as required.
MUNICIPAL COURT DUTIES:
The following duties will be performed at Fairburn Municipal Court on “Court Day”, one (1) day per week, three (3) times a month, from 8:00 a.m. to 1:00 p.m. (5 hours per day), for a total of 15 hours per month:
·Follow instructions and training provided by the Court Clerk to assist with court operations, provide feedback to the Court Clerk.
- Provide administrative assistance to the Court Clerk. Prepare documents and other written information for public distribution.
- Ensure accuracy of information, the use of proper business grammar, and quality production of copies are distributed.
- Utilize a computer to perform data entry on citations issued, as well as preparation of other documents related to the court process.
- Attend all sessions of Municipal Court; assist Judge, police officers, and other City officials.
- Receive and respond to court-related telephone calls from lawyers, bonding companies, and the public.
- Perform other related work, as required.
Knowledge, Skills and Abilities:
- Knowledge of operations, services, and activities of assigned area.
- Knowledge of policies and procedures of City and Department.
- Knowledge of operation of a Municipal Court, ordinances, and state laws relating to traffic and other issues handled by Municipal Court.
- Knowledge of principles of business letter writing and basic report preparation.
- English usage, spelling, grammar and punctuation.
- Knowledge of office procedures, methods and computer equipment.
- Knowledge of pertinent federal, state, and local laws, codes and regulations.
- Skill to perform routine mathematical calculations.
- Skill to communicate clearly and concisely in English both orally and in writing.
·Ability to perform specialized clerical law enforcement duties with a minimal amount of direct supervision.
Effective audio-visual discrimination and perception needed for:
- Ability to respond to requests and inquiries from the general public.
- Ability to maintain familiarity with City zones and tracts, streets, landmarks and police jurisdictional matters.
- Ability to work courteously with the general public on the phone or in person.
- Ability to learn total quality management principles and practices.
- Ability to maintain confidentiality of information.
- Ability to maintain accurate records and files.
- Ability to type or word process at a speed necessary for successful job performance.
- Ability to operate a variety of office equipment including a compute and police record computer systems.
- Ability to understand and carry out oral and written directions.
- Ability to establish and maintain effective working relationships with those contacted in the course of work.
Mental capacity which permits:
- Making observations and communicating with others.
- Reading, writing and preparing accurate records.
- Operating assigned equipment.
Physical condition to perform assigned duties which may include:
- Making sound decisions and using good judgment.
- Answering telephones, routing calls and answering questions.
- Dealing with walk-in customers.
- Handling a variety of tasks simultaneously.
- Sitting for extended periods of time.
- Typing for extended periods of time.
- Answering the telephone.
- Operating assigned office and computer equipment.
- General manual dexterity is required.
EXPERIENCE AND TRAINING GUIDELINES:
Any combination of experience and training that would likely provide the required knowledge skills and abilities is qualifying. A typical way to obtain the knowledge, skills and abilities would be:
Experience: One year of responsible clerical work, preferably in a law enforcement agency or with significant public contact.
Training: Equivalent to high school education.
SUPERVISORY CONTROLS: In employee’s primary position as Administrative Aide, the employee reports to the GCIC Supervisor or Manager. When employee is performing work in Municipal Court, the employee reports to the Court Service Manager.
Environmental Conditions: Office environment utilizing computers and other office equipment; subject to high levels of public contact and frequent interruptions.
Please go to our website www.fairburn.com to apply, should you have any questions contact Abril Montano in the HR Department 770 964-2244 x111.
Position will close on 07/26/2019