Records Manager/Administrative Assistant to the Police Department

The Town of Rindge, New Hampshire, is accepting applications for an Administrative Assistant position within its Police Department. This is a full-time, 40 hour per week, benefited position with participate in the New Hampshire Retirement System. This is an administrative position under the direct supervision of the Chief of Police and is responsible in the assisting of executive, administrative, and clerical activities.

Statement of Duties

Position is responsible for performing a full range of law enforcement office functions for the Chief of Police and all other police personnel. Position performs secretarial and typing functions, and other administrative support duties, dispatches patrol officers, assists with citizen walk-in inquires, takes initial incident reports for minor offenses answers the telephone, and performs other administrative duties as required.

Job Environment

Position responsibilities require the use of judgment and ingenuity to perform the required records management, office management, dispatching, and communication functions within the limits of established guidelines, rules, and regulations that govern work. Position is responsible for interpreting these guidelines for application to specific cases and in developing operational responses. Position requires the use of many different principles, techniques, and practices common to dispatching, records management, and office management procedures, as well as the application of a variety of administrative principles and practices.

The position has constant contact with the public, in person and on the telephone as primary contact for the department. The position has daily contact with other town departments, state agencies, other law enforcement agencies, and court personnel. Employee has access to confidential personnel files, lawsuits, criminal investigations and records, and client records.

Position Functions

The essential functions or duties listed below are intended only as illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if work is similar, related, or a logical assignment to the position.

• Responsible for the management information system of the department, i.e.: the collection, classification, storage, and retrieval of vital information, allowing officers and staff to gain an edge through increased officer productivity, enhanced intra- and inter-agency collaboration, faster decision making and shorter investigative cycles.
• Responsible for providing information to special interest groups and information requirements of police-community activities. Reports to the FBI Uniform Crime Reporting (UCR) and national Incident Based Reporting (NIBRS) systems.
• Responsible for the security of the records management system; acts as system administrator and makes recommendations to the Chief of Police regarding system enhancements and problems.
• Case preparation to include record checks, fingerprint card completion and submission, case file set-up and entry of information into the police records system.
• Maintains departmental filing system including an administrative file, criminal case file, criminal index file, photo file, juvenile file, pistol permit file, etc.
• Handles emergency, non-emergency, and general business visitors to the police facility.
• Maintains records of all telephone calls, walk-ins, vendors, and other agencies.
• Handles/dispatches emergency and non-emergency calls for service and prioritizes these requests.
• Assists with victims of crimes and other witnesses.
• Responsible for monthly detail billing preparation.
• Maintains business call list, residential alarm list, and business alarm list.
• Performs other related duties as required.

Education and Experience

A candidate for the position should have a High School diploma or equivalent, associate’s degree preferred, with 2 years of experience in accounting, bookkeeping, office management, or records management; or an equivalent combination of education and experience. S/he must be certified as a Justice of the Peace within 6 months of appointment.

Knowledge, Skills and Abilities

A candidate for this position should have knowledge of:

• Computer records management information systems including Microsoft Office, Word, Excel, Power Point, Adobe, etc.
• Office procedures, record keeping, bookkeeping, and accounting
• Law enforcement practices and procedures
• Legal terminology
• Town operations and operations of other law enforcement entities
• English, spelling and grammar

Skill in:

• Interpersonal and communication skills
• Operating computer programs and communications equipment

And ability to:

• Effectively handle stressful and/or emergency situations
• Maintain effective working relationships with employees, officers, the public, and other departments within the Town Government
• Be patient and flexible
• Work with confidential information
• Manage assigned tasks in a detailed and accurate manner
• Work independently to resolve problems

Please submit a letter of interest and resume to the attention of Chief Rachel Malynowski, Rindge Police Department, 158 Main Street, Rindge, NH 03461.

Applications will be accepted until the position is filled.