(a) The Chief of Police is authorized to appoint secretaries to the Police Department for the carrying out of the secretarial duties connected with the Police Department. A bachelor's degree is preferred.
The Police Department secretaries shall have the following duties and responsibilities:
(1) Scope of Responsibilities. To provide assistance to the Police Chief and Police Officers in the operation of the Police Department.
(2) General Duties.
A. Typing documents, reports, etc. from drafts as provided by the supervisor and a variety of correspondence, reports, forms, requisitions etc.
B. Ensuring proper dissemination and retention of information and documents produced or received.
C. Maintain files so that information is easily retrievable.
D. Answer telephone and greet walk-ins and assist same.
E. Assist in solving daily procedural and operational problems.
F. Refer problems or requests to the appropriate Supervisor:
- on matters regarding Policy.
- on matters requiring a legal interpretation.
- in areas in which legal authority to make a decision is required.
G. As directed by the Supervisor, schedule, and coordinate activities.
H. Reviewing outgoing correspondence for proper format, grammar, typographical accuracy, and conformance with procedure.
I. Perform other duties as directed by the Chief of Police or his designee.
(3) Specific Duties.
A. Process documents of arrests for court.
B. Process daily traffic, criminal, juvenile citations along with corresponding reports for Court and Prosecutor.
C. Process and maintain Parking Ticket Log.
D. Process and track tow releases.
E. Follow and complete public Record Requests per O.R.C. 149.43.
F. Collect, track, organize and log all Incident and Accident Reports.
G. Process Background checks on behalf of various agencies.
H. Prepare and process all requests by Solicitors regarding applications, background checks, permits and accounting.
I. Stock and supply all necessary forms.
J. Copy, update and distribute new or revised ordinances.
K. Maintain correspondence and records for School Guards.
L. Receive and resolve questions, complaints and emergencies.
M. Dispatch radio cars as necessary.
N. Maintain correspondence and communication with Dispatch.
O. Maintain knowledge of ordinances and laws and various Parma Municipal Court and Seven Hills Mayor's Court procedures including the proper procedures and processing of LEADS.
P. Assist Detective Bureau with appointments for Fingerprinting.
Q. Maintain knowledge of traffic and general offenses codes.
R. Maintain knowledge of Police Department Policies and Procedures.
S. Perform duties of Deputy Clerk/Notary/Police Matron when required and process Bond information and settlement slips.
T. Supply residents with courtesy copies of ordinances pertaining to noise, animals, curfew, etc.
U. Monitor police radio for messages and requests, act on same.
V. Maintain Police Department Warrant records.
W. Track, correlate and analyze data for completion of monthly and yearly reports regarding warrants, stolen property, crime statistics, accidents, etc.
X. Track, Log and file correspondence relating to Alarm Notifications.
Y. Receive, control and route incoming correspondence including all mail.
Z. Maintaining and controlling records, files, or databases.
AA. Maintain Personnel files.
BB. Requisition office supplies, equipment, and publications.
CC. Maintain Officer Roster.
DD. Set up security arrangements for Recreation Center parties.
EE. Maintain Domestic Violence and Temporary Protection Order files and required reports per O.R.C.
FF. Log and notify officers of Special Attention Requests.
GG. Assist residents with vacation notices and update Officer Log.
HH. Manage an accurate accounting of all funds collected by Police Department.
II. Update Police Department records.
JJ. Advise Officers and Dispatch of revised Business listings.
KK. Complete all expungements per rules of the court and O.R.C.
LL. Maintain eligibility for access to Police Databases.
MM. Responsible for arranging housing for prisoners.
NN. Serves as secretary for command staff.
OO. Ability to type at least 60 words per minute.
PP. Must demonstrate proficiency in Microsoft office.
QQ. Maintain knowledge of report management system.
RR. Ability to multi-task in a fluid work environment.
SS. Successfully complete assignments and maintain composure in stressful situations while dealing with emotional and irate citizens and arrestees.
(4) Working Conditions.
Daily standing at times for prolonged periods. Focusing on a computer screen. Precise control of fingers and hand movements. Dealing with difficult individuals. Weekly lifting, moving, or carrying of objects over twenty (20) pounds. Bending, kneeling, climbing, or balancing.
(b) The Police Department Secretary shall be a full-time position, working not more than forty (40) hours per week. The Police Department Secretary shall have additional call-in duties for Deputy Clerk, Notary, and Matron duties as needed. If the Police Department Secretary is called in to perform the above noted duties outside of regular work hours, those hours shall be considered as over-time hours.
(c) A 2nd Police Department Secretary's full-time hours shall be shared with the Fire Department. The hours designated for work performed for the Fire Department shall be at the discretion of the Police Chief.
(d) Compensation and benefits associated with the position of Police Department Secretary are as stated in the contract between the City of Seven Hills, Ohio, and Ohio Council 8 and Local 3557 American Federation of State, County and Municipal Employees, AFL-CIO (Clerical-Technical Chapter).
(Ord. 62-2022. Passed 7-26-22.)