The City of Willmar is accepting applications for the position Secretary for the Willmar Police Department. We are an equal opportunity/affirmative action employer, committed to diversity and strongly encourage candidates from all backgrounds to apply.

Organizational Relationships:

• Reports to: Police Chief, Police Captain, Administrative Assistant
• Department Head: Police Chief
• Immediate Supervisor: PD Administrative Assistant
• Communicates with: Police officers, other City departments, Kandiyohi County Sheriff’s Office and other law enforcement agencies, Willmar City Attorney, Kandiyohi County Attorney and other county agencies, court system personnel, Minnesota State Patrol, Bureau of Criminal Apprehension (BCA), Midwest Medical Examiner’s Office, State Fire Marshal, and other state agencies, area schools, human services organizations, and the general public.
• Supervises: None

Essential Functions and Other Responsibilities:

• Performs non-supervisory clerical work to provide office support to the Department’s uniformed personnel or as assigned.
• Decisions must be made in an independent manner and in accordance with established precedents.
• Independence of work responsibilities is to be expected after a reasonable orientation period.
• Difficult problems are referred to supervisor.
• Serves on call and occasionally works during weekends and outside of normal business hours.
• Answer multi-line phone system; answer questions and respond to inquiries, forward phone calls to voicemail or appropriate individual/department.
• Serve as initial point of contact at the Police Department by assisting individuals with questions, directing visitors to appropriate staff or department; and receiving parcels and other deliveries.

• Process officers’ reports and related documents by prioritizing assignments based on established time constraints and nature of report; ensuring word processing does not change report’s content, and routing completed work after self-initiated completeness and accuracy checks are done.
• Assist Field Training Officers with recognizing incomplete reports completed by probationary officers.
• Scan documents relating to case file to Records Management System.
• Transcribe verbatim, statements of victims, witnesses and defendants.
• Design / maintain / update all forms for department use, update forms indexes.
• Calculate and maintain payroll for Willmar Police Department personnel:

• Prepare timesheets for submission to City Finance Department.
• Verify daily log entries, overtime slips and schedule with timesheets.
• Calculate earned comp bank hours each pay period for officers and submit bi-weekly earned comp bank report to Chief of Police.
• Enter overtime slips into computer database and generate bi-weekly report to Chief of Police.

• Vehicle Impoundment:

• Create / maintain / update impound databases for department use.
• Process impound slips, update with omitted or inaccurate information, and scan corrected impound slips to Records Management System.
• Receipt cash, checks or credit/debit card payments for impounded vehicles.
• Send letters to registered owners and lienholders, per State Statute.
• Process paid impound slips, verify money received by personnel, initiate report for City Offices, scan paid tow documents to computer system.
• Prepare for City auction; develop timeline to follow and determine auction cut-off date, run current registration for vehicles and mail letters (Certified Mail) to registered owners and lienholders. Maintain / update vehicle list for newspaper, City Offices and department. Maintain documents for vehicles to be sold for auction day and for re-registration and give to City Offices prior to auction day. Update database with vehicles sold at auction, send memo to City Offices to cancel parking tickets for vehicles sold. Send post-auction letters to individuals who purchased vehicles at auction, but did not remove vehicle from impound lot. Scan paperwork for each auction vehicle to computer system.

• Prepare various correspondence such as letters, memos and notices.
• Evidence / submit evidentiary items to BCA Lab.

• Follow BCA protocol reference evidence packaging and acceptable items.
• Completion of the proper BCA Evidence Submission Forms.
• Attach all necessary documents reference the case in question.
• Scan documents to Records Management System.

• Perform Notary Public duties for officers and public as needed.
• Willmar Area Community Emergency Response Team (CERT):

• Create / maintain / update database and spreadsheets of certified members’ and prospective members’ information, including volunteer hours, training, equipment, etc.
• Prepare reports as requested.
• Prepare certificates for completion of initial 20-hour training.
• Prepare various correspondence (letters and emails) to members reference application approval/denial, information on initial training sessions, additional training sessions offered, volunteer opportunities, etc.

• Order and maintain BCA collection kits, breath testing products, and batteries for law enforcement personnel.
• Serve as Evidence Technician:

• Process incoming evidence and ensure proper packaging by officers.
• Ensure biohazard items and suspected Fentanyl evidence is accurately labeled.
  • Complete training on the proper administration of Narcan to self and others in the event of an accidental Fentanyl exposure incident.
• Data entry of all evidence items into a database and assignment of item numbers.
• File evidence items and maintain accurate records reference their locations.
• Retrieve items as requested by officers, attorneys, court, etc.
• Process items returned from BCA Lab.
• Scan forms into Records Management System.
• Maintain long-term storage of evidence in separate storage area.
• Send notices to finders, owners, etc., reference the return of evidence items.
• Release evidence items to owner, finder, officer, etc., and document release.
• Research old case files in multiple local and state databases reference the retention and/or disposal of evidence.
• Follow current state statutes reference the retention periods for evidence items.
• Pull evidence items for destruction purposes and dispose of evidence.
• Prepare items for the City Auction and print auction list for City Offices.
• Clean evidence room, evidence garage, and evidence storage lockers.
• Complete audits of evidence room, as necessary, or as requested.
• Order and restock evidence supplies for Law Enforcement Center.
• Make copies of digital media stored in evidence as requested by other agencies.
• Complete occasional special audits of specific items, per the BCA’s request.
• Copy digital audio/video recordings and digital photographs for attorneys or as requested.
• Assist with City Auction.
• Perform other related duties as assigned by supervisor or as apparent.

Required Knowledge, Skills and Abilities:

• Knowledge of secretarial practices, modern office procedures and duties.
• Knowledge of applicable Federal and State Statutes, City Ordinances, departmental policies and procedures, and relevant reference materials.
• Knowledge of the Police Department’s operations and structure and City’s overall operations and structure.
• Knowledge of English language, grammar and punctuation.
• Knowledge of retention schedules for evidence items, and the correct procedures relating to processing, storage and disposal of evidence items.
• Knowledge of databases/spreadsheets to create / maintain / update records.
• Knowledge of multiple Records Management Systems.
• Knowledge of computer programs and related software applications.
• Skill in customer service and interpersonal communication.
• Skill in assembling data and preparing accurate records and reports.
• Skill in operating a variety of office machines and computer programs.
• Skill in organizing and managing work flow.
• Ability to exercise considerable tact and courtesy in frequent contact with public officials, news media representatives, county employees, and the general public, including displeased citizens.
• Ability to perform clerical/bookkeeping work of average difficulty.
• Ability to produce work products with 100% completeness and accuracy.
• Ability to maintain appropriate level of discretion with confidential information.
• Ability to establish effective working relationships with other employees and the general public.
• Ability to understand and follow verbal and written instructions.
• Ability to organize assignments and complete in a timely manner.

Machines, Tools and Equipment Used

• Computer, printer, typewriter, transcription program, shredder, postage machine, copier/fax, telephone, laminator, credit card machine and calculator.

Minimum Qualifications:

• High school degree or equivalent and post-secondary training in secretarial or legal transcription or an equivalent amount of experience.
• Proficient secretarial skills, ability to operate a variety of office machines, computer programs, and a good working knowledge of office and bookkeeping practices and procedures.
• Successful completion of six-month training program during probationary period.
• Typing proficiency of 60 wpm.

Working Conditions:

• Work is performed in a typical office environment.
• Provides secretarial support to a large staff of sworn personnel and administration.
• Subject to call for work outside normal hours.
• Is regularly confronted with explicit language and graphic content while processing police information.
• Performs a variety of physical and repetitive movements to carry out office tasks, keyboarding/typing, and handling department files and records.
• Uses vision, hearing and sense of touch.

How to Apply:

Complete application online at the City of Willmar website at: www.willmarmn.gov. The deadline for applications is March 27, 2023.