Administrative Assistant to the Town Prosecutor

Summary:  This position is responsible for providing a broad range of clerical and administrative support to support the daily operations of the Police Department. The role assists the Police Chief and supervisory staff in coordinating departmental activities and functions, ensuring efficiency and organization across various areas. The incumbent must be able to work both independently and collaboratively while handling routine and specialized assignments with a high level of accuracy and professionalism.

Essential Job Functions: including but not limited to the following: 

• Respond to telephone inquiries by providing information, addressing concerns, and resolving issues related to departmental operations in a professional and efficient manner.
• Perform a variety of clerical duties, including data entry, filing, scanning, copying, and maintaining accurate departmental records and reports.
• Prepare, review, and process police reports, case files, digital evidence and related documentation in accordance with departmental procedures.
• Monitor cases that result in a Civilian Complaint filed with the Municipal Court; request and obtain copies of complaints, attach them to case files, and ensure proper classification and reporting.
• Assist the Police Chief’s Administrative Assistant with administrative tasks as needed, including processing payroll-related items, purchase orders, overtime slips, and workers’ compensation documentation.
• Assist with scheduling, correspondence, and coordination of departmental activities and meetings.
• Obtain and attach Municipal Court complaints to corresponding case files and ensure proper classification and reporting.
• Maintain confidentiality of sensitive law enforcement information and comply with all applicable policies and regulations.
• Perform other administrative duties as assigned.

Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• High School diploma required, or equivalent education, some college a plus.
• Prior administrative or clerical experience, preferably in a law enforcement or municipal setting.
• Excellent written and verbal communication skills.
• Strong experience in Microsoft Office applications including Word, Excel, and Access; knowledgeable in other database systems. 
• Experience with standard office procedures, including answering and directing telephone calls, taking accurate messages, handling inquiries, and providing information to the public and internal staff in a professional and courteous manner.
• Experience in handling legal documents is a plus but not required (under supervision).
•  Strong attention to detail and accuracy in recordkeeping and data entry. 
• Ability to handle confidential information with discretion.

Physical Demands:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to sit and use hands to operate office equipment, handle documents, and perform data entry tasks. The role also involves frequent reaching, as well as the ability to communicate effectively through speaking and hearing. Occasional standing and walking may be required. The employee may occasionally be required to lift and/or move items weighing up to 10 pounds. This position requires close visual acuity for tasks such as reviewing documents and working on a computer.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.