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Adopted:4/4/2006 <br /> 2. Office and Secretarial Duties <br /> A. Prepares official letters, articles, general orders, special orders, memoranda, <br /> invoices, citizen complaint materials, and business correspondence working from <br /> rough drafts,verbal instructions,or established procedures. <br /> B. Copies and assembles criminal complaint records, data and forms to submit to <br /> proper courts, attorneys and state and federal agencies for prosecution in a timely <br /> manner prescribed by law. <br /> B. Takes and transcribes oral or machine dictation, consisting of correspondence, <br /> memoranda, reports, specifications, oral statements from persons involved in <br /> serious crimes with absolute accuracy. <br /> C. Maintains the general orders of the department, special orders, memoranda, <br /> standard operating procedures, etc. <br /> D. Orders and maintains office and required officer forms supplies for the <br /> department. <br /> E. Performs responsible public relations duties through contacts and associations <br /> with customers, visitors, public officials, other employees, and the general <br /> public; <br /> F. Notarize official documents as required. <br /> G. Compile and distribute incident information reports to the media. Assist Chief or <br /> his designee with the distribution of news releases. <br /> 3. Records Management Duties <br /> A. Maintains the Records Management System (RMS), enters data into the <br /> computer and generates a variety of law enforcement management reports. <br /> Operates NCIC Criminal Justice Data Network(CJDN). <br /> B. Compiles data and statistical information for administrative and fiscal reports, <br /> questionnaires, budgets, and other purposes using a variety of intra- and inter- <br /> organizational sources. <br /> C. Answers requests for information, which may include completing questionnaires <br /> and compiling data from files. <br /> 4. Receptionist Duties <br /> A. Meet, greet and assist the general public as they enter the Police Department by <br /> personally assisting them or locating the appropriate staff to assist them. <br /> B. Answer the phone and direct incoming phone calls. <br /> C. Processes incoming and outgoing mail and faxes for the department. <br /> 5. Specific Duties <br /> A. Conduct Criminal History Checks as per BCA regulations for all City <br /> departments. <br /> B. Process bad check forms; assisting victims with required paperwork, assigning <br /> case numbers and filing with proper attorneys. <br /> C. Process applications submitted, conduct criminal history checks and prepare gun <br /> permits to carry for the approval of the Police Chief, all to be done in accordance <br /> with Minnesota State Stature 624.71. <br /> 6. Financial Duties <br /> A. Assists in the writing of and management of Grants received by the <br /> department. <br /> B. Monitors the office supply portion of the department budget. <br /> .lob Description: Ofticc Manager Page 2 <br />