About the Department

Under direct supervision of the Office Manager, performs a variety of clerical and administrative support duties for the Police Department.  Duties include preparing and maintaining records and correspondence, maintaining inventories, compiling reports and providing general office support. Performs related work as required.  

Position Duties

• Answers calls for Smithfield Police Department (SPD).  Directs calls to appropriate personnel.  Provides general information and answers questions as appropriate. May also dispatch police services. 
• Greets incoming visitors and directs them to appropriate personnel or department. Provides general information and answers questions as appropriate. 
• Performs a variety of general clerical duties to include typing letters, correspondence, copying, distributing and filing documents, preparing, sending and/or receiving faxed documents, etc.
• Prepares and maintains a variety of records.
• Makes travel and accommodation arrangements for Department personnel traveling out of town.
• Sorts and distributes incoming mail and prepares outgoing mail for the SPD.
• Enters, tracks and maintains records regarding Warrants (requires full VCIN access).
• Enter and maintain accident, incident, crime, and arrest reports.
• Responsible for data entry of traffic summonses, parking tickets, field interview cards, etc. 
• Responsible for sending summonses to court daily.
• Orders and maintains supplies for SPD.
• Fingerprinting for non-criminal purposes.
• Responsible for monitoring and maintaining the Police Department budget spreadsheet.
• Responsible for submitting required State reports such as IBR, Community Policing Data
• Performs other duties as assigned.

Minimum Qualifications

• High School Diploma or equivalent required
• One (1) to two (2) years of related work experience in clerical and administrative work.
• Must be able to pass a background check and drug screen. 
• Must possess an exceptional attention to detail. 
• Must possess a demonstrated record of answering telephone calls, routing to appropriate individual, and providing relevant, accurate information. 
• Must be proficient in typing correspondence using Microsoft Office Suites
• Must possess a customer service focused attitude. 
• Must obtain full VCIN access within six (6) months of employment.
• Must possess knowledge of operating standard office equipment. 
• Must possess excellent communication skills, both written and verbal

Other Qualifications

• Knowledge of Isle of Wight County and the Town of Smithfield;
• Knowledge of basic mathematics and general bookkeeping;

• Knowledge of Town ordinances, policies, and procedures. 
• Knowledge of modern office practices and procedures. 
• Knowledge of Microsoft Office (Word, Excel, PowerPoint, and other similar programs). 
• Skill in communicating and working effectively with a team;

• Skill in planning and organizing work

• Skill in utilizing such office equipment as a calculator, typewriter, facsimile machine, and copier. 
• Skill in the use small office equipment, including copy machines or multi-line telephone systems. 
• Skill in using computers for data entry, word processing, and/or accounting purposes. 

• Skill in interpersonal relations; establish and maintain effective working relationships with fellow employees and the general public

• Skill in communicating effectively both orally and in writing;
• Skill in clarifying authority, responsibilities, and expectations; and

• Ability to complete assigned work within established deadlines in accordance with directives, policies, standards, and prescribed procedures;
• Ability to prioritize and meet deadlines;
• Ability to work independently;

• Ability to meet regular attendance requirements;

• Ability to maintain the professional expertise required to perform the job effectively;
• Ability to adhere to all established safety standards and ensure such standards are not violated;

• Ability to interpret different styles of handwriting. 
• Ability to write legibly. 
• Ability to organize and communicate effectively. 
• Ability to work independently with minimal supervision. 

• Ability to establish and maintain working relationships with Town officials, fellow employees, and the general public.