Job Description
Job Description
POSITION SUMMARY: The Detective Secretary is directly accountable to the Lieutenant of Detectives. The Detective Secretary performs a very wide variety of duties mostly in support of Detective or Criminal Investigation Division functions. The person assigned to this position is exposed to a considerable amount of confidential and privileged information and, as such, must be a very trustworthy individual. For this principal reason, the Detective Secretary must be able to acquire and maintain the confidence and level of trust mandated by the Lieutenant and Detectives whom they assist on a daily basis. Because the Criminal Investigation Division relies so heavily upon the person assigned to this position for the division’s overall effectiveness, the Detective Secretary must possess and continue to demonstrate high levels of expertise and competency in the performance of this particular job function.
Duties and Responsibilities:
- Collect mail and messages that are generated overnight and distribute to the appropriate persons.
- Route mail and other correspondence or information to its intended recipient.
- Answer telephone calls and take messages for the detective supervisor and detectives.
- Assist callers in determining which detective is assigned and working on their case.
- Greet and direct visitors in the upstairs lobby.
- Review Reports and Supplements: i.e. check spelling, check names section for people in report, check property section for any stolen, seized, lost, found or damaged property, check vehicle section for complainant vehicle, suspect vehicle, stolen vehicle or damaged vehicles and check narrative to make sure that all information is included and words are spelled and punctuated correctly.
- Address Geo-Verification: review all addresses to ensure they are verified and correct in the computer system. An address will not verify to a location if it is not correctly entered.
- Name Geo-Verification: review all person names entered to ensure they are correctly spelled in the computer system and attach all alias name records to the correct name. This ensures that there are not multiple entries for the same person with different spellings.
- Enter property and/or update information on case reports for Detectives as needed.
- Scan all attachments submitted and attach items to appropriate computerized case.
- Verify all jail cards generated from custodial arrests.
- Assist Detectives with scanning needs.
- Notarize statements and other paperwork for the Detective Division.
- Retrieve and provide reports and other archived information to requesting detectives.
- Type witness and suspect statements as requested by investigative personnel.
- Enter information into the various computer data bases as assigned.
- Assist outside criminal justice agencies as appropriate.
- Conduct mail run to City Hall when needed as a back-up.
- Distribute study guides for applicant testing and notarize required forms.
- Perform other duties as directed by the Assistant Chief of Police or Chief of Police.
Knowledge, Skills, and Abilities:
- Ability to communicate with diverse groups of individuals using tact and diplomacy.
- Perform duties with competent, professional work ethics, which require the ability to make rational and sound good decisions.
Minimum Requirements:
- Must be a United States citizen.
- Must possess a high school diploma or a G.E.D. equivalency certificate.
- Minimum age requirement – 21 years of age
- Must possess a valid Texas Driver’s License
- Must be able to proficiently read, write and comprehend the English language
- Must possess and maintain adequate visual acuity and hearing ability to read, write, hear, and speak clearly in person and by telephone
- Must possess computer skills that allow one to efficiently utilize programs that relate to word processing and other needs as required by the department such as Windows, Microsoft Word, Excel, etc.
- Must possess the ability to relate to members of the public and communicate effectively with persons of all ethnic, social, religious, and economic backgrounds.
- Must possess a substantial degree of competency in areas such as typing, filing and data entry.
- Must not have been convicted of any Felony offenses, or any non-traffic misdemeanor offenses within the past five years.
- Must have demonstrated a positive past work history with a good attendance record and be punctual.
- Must possess and maintain a good credit history and financial record.
- Must be able to pass a drug screening and physical abilities test.
Physical Demands/Working Conditions:
This job is performed primarily in a controlled office environment. May have to sit or stand for extended periods of time and experience periods of working under tight schedules and deadlines, with multiple distractions, and difficult situations with the public.
The statements contained in this job description reflect general details to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive list of work requirements. Individuals may perform other duties as assigned, including work in other divisional areas to cover for absences, to equalize work during peak periods and/or otherwise balance workload.