Administrative Services Bureau
Under the command of the Office Manager, five non-sworn civilian clerical and technical employees form the Administrative Services Bureau. This Bureau provides a wide array of support services to all areas of the Department, serving primarily as the business office of the Police Department while also providing assistance to the public.
Three major functions of this Bureau consist of:
- Handling public and administrative calls received and directing each call to the appropriate employee, in addition to assisting the public coming into the Department.
- Maintenance and control of the police records system, including management of the Department’s records and data entry.
- Transcription of internal and external interviews, statements and interrogations.
Assisting the Public
One of the most vital responsibilities of the Huntersville Police Department is assisting the public and members of the Huntersville community, whether in-person or on the telephone. A few of the responsibilities handled on a daily basis by the front desk are:
- Assisting visitors coming into the Department
- Providing police reports
- Directing questions concerning issues in the community
- Giving directions and taking messages for the officers
In a “normal” day at the Huntersville Police Department, the front desk will handle approximately 75 to 100 telephone calls, as well as 35 to 45 “walk-ins” to the building. Although one employee serves as the primary contact, all staff members have been cross-trained to serve as a back-up when necessary. This employee is also assigned additional responsibilities of accounting, payroll, distribution of mail, management of office supplies, purchasing and budget reconciliation.
Security of Records
The Administrative Services Bureau has the responsibility of ensuring the physical security of records while maintaining the privacy and security precautions for the records in accordance with applicable laws. In 2012, the Administrative Services Bureau processed 3,107 incident reports; 4,652 citations, 3,597 warning citations; 1,394 crash reports and 1,026 arrest reports. The responsibility for data entry is divided primarily among four members of the staff; while once again, each member of the Administrative Services Bureau has been cross-trained to help maximize productivity and help keep the Department’s records system up-to-date.
The remaining responsibility of the Administrative Services Bureau is transcription duties assigned to two members of the staff. The nature of the transcription determines which staff member transcribes the case, providing clerical support to the Support Services Division and the Criminal Investigations Division.
This Bureau also has responsibility for these additional functions:
- Overseeing the Department’s access and its compliance with the Division of Criminal Information / National Crime Information Center
- Computer Operations and Technology Development
- Fiscal Management
- Facility Maintenance
- Forms Review and Accountability