Police Office Assistant

Job Information

Are you looking for a meaningful career that has a positive impact on the community? If you answered YES, come join the City of Sparks! Aside from working for an organization that is dedicated to the community, you will also receive a generous and competitive salary, benefit package, tuition reimbursement, bilingual pay (when applicable) and retirement plan. People who come to Sparks stay in Sparks.

Application Tips:

• COMPLETELY fill out and update your general online application before attaching it to any new job posting. HR reviews information listed on the application submitted to the specific job posting. HR does NOT use personnel files in the screening process. 
• Contact information: use an email address you can easily access at any time.
• The Qualifications section below is your guide to understand what the City is looking for on your application, use this to your advantage. It is up to the candidate seeking employment/promotion to include all relevant information for qualification purposes, on the application the candidate submits to be considered for the job.
• DO attach: licenses/transcripts/certificates that will demonstrate you meet the education or certification requirements (see qualifications section to determine what documents to attach) or preferred experience/education.
• DO NOT attach resumes or cover letters. The City of Sparks does not review these items with the application. 
• Enable TEXT messaging in your application before you hit submit! This feature will allow the recruiter to send you important reminders throughout the recruitment process.

Typing Test:
This position requires the ability to type at 40 net words per minute. Applicants must attach a valid typing certificate to their application. Typing certifications may be obtained from a public/private employment agency or school. Certifications must have been obtained within the last 12 months, the test should be a minimum duration of three (3) minutes and the certificate must possess a signature from the certifying agency. On-line certifications will NOT be accepted. If you haven't completed a typing test/certification as listed above, please see below for ways to obtain one. 
 
Nevada Job Connect offers typing tests/certifications. To find a location visit: www.nevadajobconnect.com 

Civil Service Testing: 
The Civil Service Examination for this position will be a written exam conducted in-person at the City of Sparks' City Hall Building, located at 431 Prater Way, Sparks, NV on Wednesday, August 28, 2024. Please note that this is the only date currently scheduled for testing, additional dates may be considered depending on department availability and need. If you have questions about testing, please email hrstaff@cityofsparks.us. Qualified applicants will be notified of testing specifics, including time and meeting room.

The background process constitutes a comprehensive investigation in which the department runs a State of Nevada and national fingerprint check as well as a Wants/Warrants check to confirm the candidate has no felony or gross misdemeanor arrests without disposition, no felony or gross misdemeanor convictions or to confirm that the applicant is not a fugitive from justice.

The City of Sparks is currently seeking to hire two (2) Police Office Assistants in the Police Services Division of the Police Department.

If you have any questions, please email hrstaff@cityofsparks.us. The City of Sparks is an Equal Opportunity Employer.

DESCRIPTION 

Perform varied office support work related to sworn police staff, business owners, citizens, and the community.

DISTINGUISHING CHARACTERISTICS 
This is an entry level position expected to perform clerical duties under general supervision.

Qualifications

Applicants must possess the following minimum qualifications to continue in the recruitment process:

Type accurately at a rate of forty (40) net words per minute.

Education and Experience:
Associate degree. 

or 

High School Diploma or equivalent and one (1) year of clerical or office support experience. 

Licenses and Certificates:
Must possess within six (6) months of hire and maintain throughout employment, NCIC/NCJIS certification.
Specified positions may require possession and maintenance of the equivalent to a valid Nevada Class C driver's license within thirty (30) days of hire.

Examples of Essential Duties

Provide support to sworn and non-sworn police staff as part of a 24-hour a day, seven days a week team. Perform general office support work related to the police function.

Provide general information to the public. Receive non-emergency calls from citizens reporting crimes, respond to information requests. Provide information regarding procedures and policies to callers. Refer to appropriate staff or take information.

Perform fingerprinting using LiveScan. Complete criminal history checks using available databases and prepare affidavits as needed. Complete convicted person and sex offender registrations. Process applications for business and liquor licenses. Process payments and issue receipts; balance transactions at the end of shift.

Receive, log, and enter warrants from area courts, packing the record using criminal justice computer systems and databases. Double-check warrant entries for accuracy and completeness. Confirm warrants via phone or teletype and respond as required. Clear warrants as directed by the court of jurisdiction or based on arrest. Complete and disseminate extradition paperwork to the appropriate agencies. Enter, modify, delete, and confirm records of missing persons, stolen vehicles, and stolen property in the criminal justice computer system.

Review incoming forms and paperwork submitted by officers for completeness and accuracy. Complete data entry and quality control for a variety of criminal and noncriminal police reports utilizing the National Incident Based Reporting System (NIBRS) guidelines and hierarchy. Type officer dictation and transcribe interviews, audit crime reports for accuracy and completeness, reporting to watch commander if corrections are necessary. Ensure proper dissemination based on the case type and final status. Assign officers to cases for follow-up or close out cases using case management tools. Contact officers and/or supervisors regarding incomplete case information as needed.

Maintain a variety of police related records based on a standardized retention schedule to include cases, statements, arrest paperwork, citations, affidavits, and complaints in our automated Records Management System (OnBase).

Review, organize, and disseminate police documents for the court and City departments. Provide critical information to the courts regarding arrests with short deadlines. Prepare, redact, and disseminate copies of police reports to courts, attorneys, insurance companies, citizens and other state and local governments and law enforcement agencies. Scan and index reports into our Police Imaging system. Deliver probable cause sheets of arrests every twelve (12) hours to court services for the judges’ review. 

Provide information to other law enforcement agencies, courts, attorneys, insurance agencies and others as required. Review and respond to requests for copies of police reports within 5 business days in accordance with established Police Department policies, procedures, and state law. Coordinate with other departments for release of photos, camera footage, audio recordings, or call incident logs. Contact requesters to obtain additional information or guidance or to advise of delays in processing their requests.

Perform other duties which may be assigned.

Knowledge, Skills, and Abilities:

• Knowledge of federal, state, and local laws and ordinances related to records management
• Knowledge of law enforcement and legal terminology and operating concepts 
• Knowledge of office practices and procedures including filing and the operation of standard office equipment (multiline phones, fax machine, copier, scanner) 
• Knowledge of basic business math 
• Ability to accurately perform detailed and confidential law enforcement office support work  
• Ability to maintain confidentiality of sensitive information
• Ability to prioritize work and coordinate several activities 
• Ability to correctly use the English language, including grammar, spelling, and punctuation 
• Ability to train others in work procedures
• Ability to use computer applications and software related to the work including but not limited to, Microsoft Office, LiveScan, OnBase, microfilm/microfiche equipment, JLink/NCCIS (NCIC/NCJIS access), CourtView, Karpel, and automated records management systems.  
• Ability to use initiative and sound judgment within established procedural guidelines 
• Ability to establish and maintain effective relationships with those contacted during work
• Ability to provide effective customer service 

Physical Demands:
Must be able walk, stand or sit for prolonged periods of time and involves frequent bending, twisting, and reaching below shoulder level. Requires repetitive use of both hands, including gripping, grasping, fine manipulation and the ability to lift and carry up to 20lbs. Aside from working in a general office environment, in which the majority of the work is sedentary in nature with major exposure to a computer and/or many computer screens. The person in this position will be expected to be effective in the face of workplace stressors such as, but not limited to, exposure to information that may be sensitive and graphic and may be emotionally difficult to process, customer service complaints, maintaining the security of information, people, and property, competing priorities of reasonable or high significance to the successful function of the department, etc.

SUPPLEMENTAL JOB POSTING INFORMATION

• This is a Civil Service position and is Non-Exempt under FLSA guidelines 
• Required to be called back, held over, work off-hours, nights, weekends, and holiday shifts 
• Required to work during emergency circumstances or inclement weather conditions
• This position reports to a Police Records Supervisor
• Supervision exercised: None 
• May be required to pass a pre-placement drug screen and background investigation

Application and Recruitment Information

Human Resources will require prior to the first examination for the position, necessary documentary evidence be submitted for fitness of any qualification. Any requirement not met for the advertised position prior to the first examination for that position, will be cause for Human Resources to decline to examine, certify or hire the applicant.

Recruitment Communication:
Human Resources will be contacting you at various stages of the recruitment process via email only, even if you have chosen U.S. mail for prior application processes or for applications with other agencies. Please make sure your email address is accurate.

Reasonable Accommodation:
Human Resources will make efforts to provide reasonable accommodations to disabled candidates in the selection process. If you have special needs, please notify the Human Resources office when you turn in your application or at least three (3) business days prior to the examination/interview by calling (775) 353-2345.

Disclaimer:
The City of Sparks hires and promotes candidates based on a competitive merit selection process, which may include any or all of the following: screening for minimum qualifications, written examinations, supplemental training and experience questionnaires, assessment centers, interviews (oral or written), physical tests or any combination which the Sparks Civil Service Commission may order.
 
Scoring in the top five (5) for promotion or top ten (10) for entry level in any part of the selection process merely advances the applicant to a higher round of examination, which may consist of additional interviews and other evaluations. Scoring in the top five (5) or ten (10) gives no right to be selected for the position. The City of Sparks reserves the right to select applicants who demonstrate the best combination of qualifications for the position.

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