Sheriff’s Department Records Division Continuous Examination SALARY: $939.20 to $1141.60 Bi-weekly (approximate $2035-$2473 per month) FILING PERIOD: Continuous Testing TENTATIVE EXAMINATION DATE: TBA This examination is being given to fill positions in the Sheriff’s Department Records Division DIVISION GOALS: It is the division’s primary goal to efficiently and effectively provide the highest quality service to the law enforcement community and the general public. We strive to process, store and retrieve information so it can be of investigative and statistical value to those we serve. It is a secondary goal of the division to promote camaraderie and a team player environment both in within the division and throughout the Sheriff’s Office. DIVISION SCHEDULE: Records Division personnel work a schedule called the "10-10-8". This means a 10-hour dayshift, 10-hour swingshift, and an 8-hour graveyard shift. Dayshift hours are 6:00 AM to 4:00 PM; swingshift is either from 1:00 PM to 11:00 PM or 3:45 PM to 1:45 AM; graveyard shift hours are 10:00 PM to 6:00 AM. Employees work 5 days on, have 2 days off; then work 3 days on and have 2 days off. This equates to having a four-day weekend every other week. This schedule provides an additional 52 days off a year over those employees working 8 to 5, Monday through Friday. It also provides shift differential pay and the opportunity to work holidays, thereby earning premium holiday pay. THE OFFICE ASSISTANT POSITION in the RECORDS DIVISION: The Records Division processes law enforcement information collected as required by law and the performance of duties as a criminal justice agency. The division provides 24-hour service for the public in addition to the internal records processing required for department management and state mandated reporting. Specific functions involve the processing of warrants, subpoenas, court orders, requests for crime reports, sealings, criminal offender records; departmental, state and federal statistical reporting; validation; and inmate records processing. Records Division employees transcribe crime reports, perform searches and data entry into local, state and national computer files; perform records searches for patrol officers and detectives; performs two-way radio communication; public contact; and limited accounting. Following is a listing of typical duties for Office Assistant: Prepares routine reports and documents from written material or machine transcription using a typewriter, word processor or other office equipment; formats documents, charts, reports and forms using techniques that may require the use of office automation equipment; edits for punctuation and spelling; proofreads for accuracy and consistency; may independently compose and prepare reports, letters and/or memoranda; performs basic secretarial work; receives and screens visitors, callers and mail, and directs to appropriate individual or office; takes and transmits messages; makes appointments; greets and assists customers in person, on the phone, on the computer or through other means of communication; provides and gathers routine information to/from a variety of sources; asks/answers questions and completes forms; identifies customer needs; searches for, receives and explains information regarding rules, regulations, policies, procedures and technical office operations; may issue certificates, permits, licenses and other documents; provides customer service in a calm, helpful and effective manner; processes and maintains routine information related to departmental operations, including information of a limited technical, specialized or sensitive nature; codes, files and retrieves documents and records using standard alphabetical, numerical, coded and computerized filing systems; researches, compiles, maintains and processes basic statistical, financial and/or numerical data related to departmental personnel, payroll, purchasing, inventory, budget and/or other functions; verifies and makes basic entries and notations; reviews material for completeness and accuracy; performs basic computations and calculations; may compute, collect and receipt small amounts of money; may maintain basic ledgers and accounts; may process basic accounts payable/receivable, billing operations, and/or deposits; may develop and maintain routine spreadsheets and databases, either by hand or computer; may operate a multi-line telephone switchboard; may dispatch vehicles; may help train or review the work of others; may provide technical assistance as part of a training program.
MINIMUM QUALIFICATIONS: (Special Note: For positions reclassified to this class as part of Classification Study #01-18, the incumbents occupying those positions on the effective date that the study is implemented by the Board of Supervisors shall be deemed to meet the minimum qualifications for the class.) Experience: One year of general clerical, secretarial and/or office technical work. Substitutions: a) One year of business training in an approved vocational training program may substitute for the above-required experience; or b) Completion of 30 semester/45 quarter units at an accredited college or university may substitute for the above-required experience. Certificates: 1) Valid typing/keyboarding or other acceptable certification of ability to input data at the rate of 45 words per minute, and/or 2) possession of an acceptable proficiency certificate in one or more computer software programs. Please click to view agencies accepted by San Joaquin County for Typing Certificates. http://www.co.san-joaquin.ca.us/hr/certificaterequirments.htm Special Requirement: Most positions require the ability to use computers and/or word processing equipment. If required by the nature of the position, demonstrated general or software-specific computer proficiency may be required prior to appointment. Knowledge of: General office practices and procedures; personal computer systems and general office computer software; fundamental public relations techniques; basic filing and recordkeeping systems; standard language mechanics; standard correspondence and report formats; basic arithmetical operations related to clerical processes; basic cash handling procedures. Ability to: Utilize standard office procedures and equipment; follow oral and written directions; establish and maintain effective working relationships with others; communicate effectively with others; write clearly and legibly; perform basic arithmetical operations; match names and numbers. Physical/Mental Requirements: Mobility—frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting—frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual—constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking—frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological—frequent decision making, concentration, and public contact; Special Requirements--some assignments may require working weekends, nights, and/or occasional overtime; Environmental—occasional exposure to varied weather conditions. THE EXAMINATION:Please see "Selection Procedures" on the reverse side of this announcement. Examination: 0154 OFFICE ASSISTANT Opened 5/10/02 E-mail: humanresources@sjgov.org |
