Clek/Assistant to the Prosecutor

CLERK/ASSISTANT TO THE PROSECUTOR

POLICE DEPARTMENT

Union: Teamsters (Municipal) / Pay Grade: Clerk 2

Annual Salary Range: $52,868.40 - $58,356.82 (FY24)

This posting is a backfill due to a vacancy.

Statement of Duties :

The Clerk/Assistant to the Prosecutor simultaneously performs judicial, clerical, customer service and departmental liaison duties for court hearings involving the City of Malden.

Essential Functions:

• Gather all Malden Police arrest packets with police reports for arrests, summons, hearings, and warrants;
• Review all Malden Police applications for arrest reports in packets to make sure all information needed is printed and attached included such as booking sheet, reports supplements, BOPs, Triple I, warrants, driver's license status, registration status, citations, restraining orders, harassment orders, domestic violence forms, motor vehicles inventory sheets, and motor vehicle crash reports;
• Ensure warrants are printed and signed by arresting police officers;
• Check for juvenile arrests and complaints to bring to the attention to the Juvenile Officer;
• Check, read, and enter all Malden Police Packets reports for application for complaints as in Clerk Magistrates hearings, and summons, attach reports to enter complaints in to CJIS Malden Court computer system for submission to Malden Court;
• E-mail Malden probation officers all arrest bookings noting in custody or bailed;
• Inform Police Prosecutor of all Police Officers needed in court on daily and if they are working or off-duty;
• Keep Malden court and police prosecutor informed of any information on daytime arrests;
• Answer all e-mails from Assistant District attorneys' discovery requesting for information, photos, supplement, tow sheets, crash reports, booking sheets, any proven pending allegations of any Police officers that is requested to appear to court, E-911 recordings and CADs, drug certifications, videos, etc.; notify Malden Police Officers to go to court and to which court to respond Malden court, Woburn superior, etc.;
• Notify victims for Malden court hearings;
• Assist records in maintaining a file of departments reports written in a manner that allows for prompt and easy retrieval. Maintain all reports for the time prescribed by law or policy. Maintain such files as complete and current, adding to them all follow-up reports or court dispositions as these are received;
• Perform both manual and on-line searches for reports, records, and other information;
• Receive and respond to telephones call and mail inquires;
• Provide administrative/ clerical support to the Administrative and Operations manager;
• Performs similar or related work as required, directed, or situation dictates. Regular attendance at the workplace is required.

Supervision Required : Works under direction of the Lieutenant/Police Prosecutor. Employee expected to follow standard procedures and practices to resolve problems with limited discretion.

Supervisory Responsibility : None.

Confidentiality : The employee has access to confidential information such as department and public safety records, which must be maintained in accordance with the State Public Records Law.

Accountability : Work affects the accuracy, reliability, and acceptability of department services, and affects the work of other departments and employees. Consequences of errors, missed deadlines or poor judgment may include adverse customer relations, delay or loss of service and legal issues.

Judgment : Employee is expected to use sound judgment in selecting the most appropriate procedure or method to apply in a particular situation, including the handling of arrest records and personal information.

Complexity : The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.

Nature and Purpose of Public Contact : Frequent contact with co-workers and minimal contact with the public involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with representatives of other city departments, attorneys, Massachusetts courts or vendors. Employees are expected to act with courtesy, tact, and diplomacy in working with others and resolving complaints.

Recommended Minimum Qualifications:

Education and Experience: High School education supplemented by administrative/business training. A minimum of one - three (1-3) years of administrative/clerical experience, or any equivalent combination of education and experience.

Requirements: Valid Driver’s License.

Knowledge, Abilities and Skill:

Knowledge: Must have familiarity with the Microsoft Office suite, including Excel spreadsheets, as well as demonstrable proficiency in learning new software systems needed. Knowledge of CJIS application is a plus. Must be familiar with standard office procedures and with office equipment such as copy machine, calculator, fax, and computer.

Abilities: Ability to work in a fast-paced environment and manage multiple duties simultaneously; with a high degree of clerical accuracy, including excellent typing, filing and organizational skills. Ability to learn department-specific software.

Skills: Must have excellent communication skills; effective interpersonal skills needed to interact with diverse cultural community. Must have good computer and typing skills as well as excellent verbal and telephone skills. Multilingual skills preferred.

Work Environment : Work environment is typical of a professional office, involving moderate noise levels and frequent interruptions by customers and phone calls. Environment involves everyday risks which require normal safety precautions typical of offices.

Physical and Mental Requirements

Physical Demands: Work principally involves sitting and walking to perform work tasks, with intermittent periods of stooping, and standing. The employee is occasionally required to lift objects such as books, office equipment, file boxes and computer paper.

Motor Skills: Duties are largely mental rather than physical, but the job may occasionally require the application of basic motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, filing, and sorting of papers.

Visual Demands: The employee is required to constantly read documents and reports for general understanding. The employee may be required to review non-written materials or to determine color differences.

Note: the essential functions or duties listed herein are illustrations of the type of work that is performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Reasonable accommodations may be made to enable individuals with disabilities perform the essential functions. This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.

To apply: Submit cover letter & resume to the Human Resources Director, City of Malden at [email protected]

The City of Malden is an EEO, driven by the value of excellence and believes that everyone deserves the best service and access to resources, regardless of their race, gender identity, religion, ethnicity, age, physical abilities, sexual orientation, veteran status, or personal experience. We embrace diverse perspectives and welcome candidates from these underrepresented groups to help make our vision a reality.

Selected candidate will need to submit to a background check (CORI) and drug testing.

Job Type: Full-time

Pay: $52,868.40 - $58,356.82 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person