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Job Description

POLICE AUTOMATED SYSTEM SECRETARY

JOB CODE 00450

Effective Date:	4/92A

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to receive direct telephone dictation of Police Departmental Reports, supplements, field interrogation reports, vehicle impounds, and arrest records from officers and detectives and enters data directly into the Police Automated Computer Entry (PACE) System using PACE word processing personal computer terminals. Duties are performed in the centralized telecommunications word processing center of the Records and Identification Bureau. Shift, weekend and holiday work is required for this 24 hour, seven day a week operation. Direct supervision is received from a Police Records and Identification Bureau Shift Supervisor or Lead Police Automated System Secretary and performance is evaluated through review of volume and accuracy of completed work.

ESSENTIAL FUNCTIONS:

• Types and edits a variety of basic applications from telephone dictation, back-up machine taped dictation, handwritten and typed reports into the PACE System;
• Inputs information into the Arizona Crime Information Center and National Crime Information Center System (ACIC/NCIC) and makes computer inquiries into other law enforcement computer systems, such as Motor Vehicle Department (MVD), Law Enforcement Judicial Information System (LEJIS), the Offender Base Information Tracking System (OBITS), the Arizona Computerized Criminal History (ACCH), and the Interstate Identification Index (III) System;
• Connects criminal record information with criminal database;
• Retrieves on-line stored material for distribution to police precincts, the City Prosecutor's Office, Maricopa County Attorney's Office, and the Maricopa County Jail.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Required Knowledge, Skills and Abilities:

Knowledge of:

• Proper English usage, grammar, sentence structure, punctuation and spelling.
• Modern office practices, procedures and equipment.

Skill In:

• Typing at 50-60 words per minute with minimal errors.

Ability to:

• Operate a computer utilizing a keyboard or other device.
• Communicate in the English language with Police Officers and detectives by phone.
• Produce high quality documents in minimal time with minimal errors.
• Proofread documents for accuracy.
• Learn to operate a word processor, transcriber and other related office equipment.
• Work under stressful conditions, meet established deadlines within limited time frames and plan and organize large ongoing projects simultaneously.
• Comprehend and make inferences from material written in the English language and learn job-related material through oral instruction and observation in an on-the-job training setting.
• Remain in a sitting position for extended periods of time.
• Work cooperatively with other City employees.
• Work safely without presenting a direct threat to the incumbent or others.

Additional Requirements:

• Appointments to positions in the Police Department are subject to meeting appropriate polygraph and background standards.
• Some positions will require the performance of other essential functions depending upon work location, assignment, or shift.

ACCEPTABLE EXPERIENCE AND TRAINING:
Two years of general secretarial or skilled typing experience, including a thorough knowledge of proper spelling. Other combinations of experience and education that meet the minimum requirements may be substituted.