Clerical Coordinator
GRADE: 10
SALARY: $35,464 – $48,802
POSITION TITLE: Clerical Coordinator
DEPARTMENT: Telephone Reporting
REPORTS TO: Administrative Assistant III
Position Summary
This position is responsible for providing guidance and training to others engaged in performing a variety of clerical support duties including data entry, typing, and customer service that requires the use of a computer and other office equipment. Duties include performing a variety of complex clerical duties requiring considerable knowledge of departmental policies, procedures and operations.
FUNCTIONS OF THE JOB
Essential Functions
- Assists the supervisor on a daily basis and assumes the supervisory position by performing daily supervisory duties: prepares electronic duty roster, responds to electronic stand-by notification, assists Computer Room/REJIS to resolve hardware/software problems, and answers questions of the Clerk Typists and Commissioned personnel in the supervisor’s absence.
- Handles difficulties and uncertainties of the Clerk Typists. Conducts and monitors initial training of the new specialists to ensure proficiency and productivity. Performs quality checks on the seasoned specialists via Freedom Voice Logging Recorder for proficiency and accuracy.
- Advises police officers of proper report preparation in I-Leads, including what segments are used.
- Communicates with Police Officers nationwide to assist in the status of active entries via MULE/NCIC/REJIS.
- Reviews reports in I-Leads for accuracy and detail created by the Clerk Typists, then approves the reports to level three within 72 hours. Reviews/validates REJIS entries for TRU. Reviews Boot and Tow entries in E-TIMS for accuracy. Enters/modifies reports for Police Officers if necessary.
- Reviews Complaint Tracking Report daily to ensure that all reports entered in I-Leads are coded correctly.
- Distributes mail and payroll.
- Responds to employee misconduct and administers disciplinary action if/when needed.
- Distributes (911) callback tickets/events to specialists for the Citizen Reporting Unit. Obtains complaint numbers through ICAD-Netviewer when necessary. Refers citizens to other agencies as needed, clears events once disposition has been established and makes notations on events when necessary.
- Relieves TPC and trains Clerk Typists on TPC.
- Assigns tapes/written documentation to Clerk Typists received from Districts/Divisions for transcription.
- Maintains REJIS Certification records for TRU and administers REJIS Certification Test when needed.
- Regular, punctual attendance is required.
- Assists in the Clerk Typist function when necessary.
- Provide assistance to the Clerk Typists when computers are not functioning properly.
- Apply common sense understanding to carry out instructions furnished in written or oral form.
- Ability to deal with problems involving several concrete variables in standard situations. Ability to communicate effectively and professionally with the staff, police officers and the public regarding crime reporting.
QUALIFICATION REQUIREMENTS
- A high school diploma or General Educational Development (G.E.D.) certificate.
- Four years of advanced clerical and secretarial experience performing a wide range of duties. Experience must demonstrate proficiency in the use of personal computers. OR an equivalent combination of education, training and experience
Knowledge, Skills, and Abilities:
- Data Utilization: Requires the ability to perform basic level of data analysis including the ability to review, classify, categorize, prioritize and/or reference data, statutes and/or guidelines and/or group, rank, investigate and diagnose. Requires discretion in determining and referencing such to established standards to recognize interactive effects and relationships.
- Human Interaction: Requires the ability to influence, train and monitor other clerical staff in favor of a desired outcome. Requires the ability to act as a lead person or train others in the use of computer operations and software applications.
- Equipment, Machinery, Tools and Materials Use: Requires the ability to operate, maneuver and/or provide simple but continuous adjustment on equipment, machinery and tools such as a telephone, typewriter, personal computer, computer terminal, calculator, copier, fax, and scanner and/or materials used in performing essential functions.
- Verbal Aptitude: Requires the ability to utilize a wide variety of reference and descriptive data and information such as ordinances, codes, requisitions, receipts, invoices, billing statements, transaction forms, worksheets, waivers, forms and purchase orders.Â
- Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; calculate decimals and percentages.
- Functional Reasoning: Requires the ability to apply principles of influence systems such as leading, training, and coordinating. Ability to exercise independent judgment to apply facts and principles for developing approaches and techniques to problem resolution.
- Situational Reasoning: Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory, judgmental and/or subjective criteria, as opposed to criteria that are clearly measurable or verifiable.
- Environmental Factors: Work is normally performed in an office environment under generally safe and comfortable conditions where exposure to irate individuals poses a very limited risk of injury.
- Physical Requirements: Requires the ability to exert light physical effort, typically involving some combination of lifting and carrying objects of light weight, five (5) to ten (10) pounds, such as file boxes, mail crates and packages. Requires the ability to stoop, kneel and bend in order to perform filing duties. Tasks may involve extended periods of time at a keyboard or workstation.
- Sensory Requirements: Requires the ability to recognize and identify individual characteristics of sounds such as that associated with answering the telephone.
Working Environment:
- Normal office environment with attending outside functions when required.
Machines, Tools, Equipment and Work Aids:
- Personal Computer
- Telephone
- Cell Phone
- Copier/Fax Machine
- Vehicle
PHYSICAL/VISUAL ACTIVITIES OR DEMANDS
While performing the duties of this job, the employee is regularly required to sit, reach, grasp, talk, and hear.
This position requires clarity of vision at 20 inches or less and the ability to bring objects into sharp focus, while reading from a computer screen.
The job has light physical demand (primarily sedentary) requiring the employee to exert negligible force frequently to lift, carry, push, pull or otherwise move objects in the normal course of routine office activities.
The St. Louis Metropolitan Police Department is an Equal Opportunity Employer.
The job description does not necessarily contain all of the actual or essential duties of this position. All job offers are contingent upon passing a medical evaluation/drug screen and criminal background check.
Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.
“Commonly associated” is not intended to mean always or only. There are different experiences that suggest other ways or circumstances where reasonable changes or accommodations are appropriate.
