JOB TITLE: Administrative Secretary / IDACS Coordinator

DEPARTMENT: Police

SALARY: $1,589.02 Bi-Weekly

WORK SCHEDULE: 8:00 a.m. - 4:30 p.m.

JOB CATEGORY: COMOT (Computer, Office Machine Operation, Technician)

DATE WRITTEN: August 2022 STATUS: Full-time

DATE REVISED: December 2022 FLSA STATUS: Non-exempt

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. The City of Mishawaka provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless those accommodations would present an undue hardship.

Incumbent serves as Administrative Secretary/IDACS Coordinator for the City of Mishawaka Police Department, responsible for performing secretarial and clerical duties.

DUTIES:

-Answers telephone, providing information and assistance, taking messages, or directing caller to appropriate individual or department.

-Receives and responds to complaints from the public and directs complaints to appropriate individual or department as needed.

-Prepares paperwork to be delivered, faxed, or emailed to prosecutors office and other agencies as required, including video and photo evidence.

-Serves as department coordinator for Indiana Data and Communication System (IDACS), including but not limited to acting as liaison between department and IDACS Committee, ensuring standards and protocols are followed, reporting violations and improper uses, and ensuring proper training of department personnel.

-Verifies article entries in IDACS and National Crime Information Center (NCIC), including checking entries completed by dispatch and other personnel and verifying narrative for cases entered/cleared.

-Advises IDACS of any changes in Agency Head, Coordinator change, Operator status, agency address or terminal site changes.

-Submits new users to IDACS including performing background checks and fingerprinting on new hires through IDACS and NCIC.

-Conducts and/or assists the Local Agency Security Officer with CIIS Security Awareness certifications and recertifications.

-Oversees all terminal and non-terminal dependent agency agreements, updating as needed. Oversees message switching for dependent agencies and provides CIIS Information as needed. Maintaining all terminals are secure.

-Completes out of jurisdiction recovery reports as assigned, including contacting owners and releasing impounds.

-Completes out of jurisdiction recovery reports as assigned, including contacting owners and releasing impounds.

-Performs various clerical functions including but not limited to, typing police reports and supplemental reports, preparing various reports, forms, and correspondence, maintaining various logs, and scanning documents for attachment to police reports.

-Assists Division Chiefs and/or Detectives with various duties as needed or assigned.

-Attends IDACS meetings and or training as assigned or required.

-Performs related duties as assigned.

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

-High school diploma or HSE required with two or more years of experience in an office setting.

-Possession of and/or ability to obtain IDACS Coordinator certification.

-Ability to meet all departmental hiring and retention requirements, including ability to type accurately, pass a written exam and drug test.

-Working knowledge of standard filing systems and ability to create and maintain accurate and organized files and records.

-Working knowledge and experience with word processing, spreadsheets, email, online document processing, and department-specific software/systems.

-Working knowledge of standard English grammar, spelling, and punctuation and ab lity to prepare correspondence and various detailed reports as required.

-Ability to organize and manage a record keeping system. Ability to access, input, and retrieve information using a computer.

-Ability to properly operate a variety of office and department equipment, including computer, disk scanner, printer, telephone, fax machine, IDACS terminals, and copier.

-Ability to count, compute, and perform arithmetic operations.

-Ability to file, post, and mail materials.

-Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.

-Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

-Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.

-Ability to effectively communicate orally and in writing with co-workers, prosecutors, law enforcement personnel, City departments, various agencies, and members of the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

-Ability to work alone with minimum supervision, work with others in a team environment, work on several tasks at the same time, and work under time pressure.

-Ability to understand, memorize, retain, and carry out written or oral instructions.

-Ability to occasionally work extended hours, evenings, travel out of town for training, and respond to emergencies on 24-hour basis.

-Possession of a valid drivers license and demonstrated safe driving record.

II. RESPONSIBILITY:

Incumbent performs duties according to priorities set by supervisor and a flexible, customary routine following standard operating procedures and policies. Incumbent receives indirect or occasional supervision with decisions determined by specific instructions or existing, well-established policies and procedures. Work errors are primarily detected or prevented by