What are the responsibilities and job description for the Administrative Assistant II - Police position at City of Wausau?
This position will provide advanced and semi-routine administrative duties which involve dealing directly with employees and citizens at the City of Wausau Police Department. Some of these duties may be specific to one or another within the department. Each will also act as back-up and support to other Administrative Assistants in the department.
- Process various reports to include Records Management System (RMS) reports. Verify officers’ accuracy on entry, update moderately complex data, and transmit information. Distributes reports to the District Attorney, Social Services, Probation/Parole, Probate, and SIU departments.
- Process Daily Traffic Reporting Accident Citation System (TraCS) reports. Including citations, warnings, and accident reports. Image data, transmit, archive, post to Municipal Court, and distribute. Data entry into moderately complex records and traffic systems.
- Primary Receptionist and customer service/customer conflict resolution contact. Determines whether citizens calling/stopping in need to see an Officer, or if their problem is civil in nature. If it is in fact a civil matter, direct them to the proper agency. Works closely with Marathon County Dispatch to coordinate Officer's timely response to the Police Department for customer complaints.
- Transaction Information for Management of Enforcement (TIME) System. Maintains certification and accesses the statewide TIME system by running queries and interpreting the responses.
- WIBRS – Responsible for reviewing and interpreting report information to verify correct offenses have been applied by officers. Correct errors, compile reports and submit to appropriate agencies.
- Maintains the department’s case photos, squad videos, and interviews. Verifies the right classification and documents the media to police reports.
- Processes juvenile violations, includes inputting data into automated law enforcement system, preparing and sending parent notification letters and submitting to juvenile court for prosecution. Prepares juvenile referral forms.
- Prepares daily “Jail List” and ensures proper processing of arrest records to prosecutors.
- Compiles and distributes paperwork for OWI arrests according to Department of Transportation regulations.
- Receives, deciphers, and responds to Open Record Requests. Redacts reports in compliance with Open Records Laws and DPPA guidelines. Prepares body cameras and squad videos for Open Record Requests.
- Responsible for receiving cash from customers and balancing the money drawer. Process accounts payable invoices and accounts receivable invoices for customers.
- Process Parking Ticket Disputes. Prepare disputes for review, update tickets, & processes notification letters.
- Maintain department training records and the police department’s website.
- Takes minutes for various meetings. Provides clerical assistance to officers, participates in various meetings, and attends training.
- Collects and compiles items for monthly newsletter and annual report.
- Performs other duties as assigned.
- High school diploma or equivalent, and
- One or more years of increasingly responsible clerical experience including cash collection & positive customer service experience.
- Must be able to become certified to fingerprint customers.
Associate’s degree in secretarial science or directly related field is preferred.
Knowledge, Skills and Abilities
- MS Word – Intermediate
- Excel and PowerPoint – Basic
- Proficient User of software programs specific to the departmental functions.
- Maintains a pleasant, courteous, and dignified manner when communicating.
- Ability to classify, compute and tabulate data and information, following a prescribed plan requiring the exercise of some judgment.
- Ability to compare, count, differentiate, measure, and sort information.
- Ability to assemble, copy, record and transcribe data and information.
- Ability to advise and provide interpretation to others on how to apply policies, procedures, and standards to specific situations.
- Ability to utilize a wide variety of descriptive data and information, such as regulations, non-routine correspondence, billing statements, invoices, payroll records, time sheets, schedules and calendars, a variety of departmental reports, computer software operating manuals, ordinances, contracts, and general operating manuals.
- Ability to communicate orally and in writing with Department personnel, other City department personnel, and citizens.
- Ability to add and subtract, multiply, and divide, and calculate percentages, fractions, and decimals.
- Ability to use functional reasoning in and independently apply rational judgment in performing diversified work activities.
- Ability to exercise judgment, decisiveness and creativity in situations involving a variety of pre-defined duties subject to frequent change.
Physical and Working Environment
Normal office working conditions within minimal exposure to disagreeable elements. Normal mental and visual attention is required. Minimal physical demand with minimal exposure to workplace hazards.
IMPORTANT! All applications must completely filled out and have a Resume attached in the "Attachments" section of the application. Applications that are not complete and do not have the required attachment will not be considered.
When completing References section, include 3 professional references with current and valid email addresses. References will not be contacted unless a conditional offer of employment is extended and accepted.
SPECIAL ACCOMMODATIONS:
The City of Wausau will make arrangements to furnish appropriate auxiliary aids and services where necessary and reasonable to afford an individual with a disability the opportunity to participate in the recruitment process. Please notify the Human Resources Department or phone (715) 261-6630 to request special accommodations prior to the application deadline.
NOTICE TO APPLICANTS:
Wisconsin Statutes, Sections 19.36 (7), 64.09 (5), and 64.11 (7) require public employers to treat the following items as a public record: Each applicant’s application, records, recommendations and qualifications except as provided in Section 19.36 (7), Wis. Stats. that allows the identity of an applicant to remain confidential if the applicant requests in writing that the City not provide access to this information.
If you choose not to have this information become a public record, you must make such a request in writing to the Human Resources Department. If you become a finalist for the position, your identity may be disclosed as required by law.
ADDITIONAL NOTICES:
https://www.dol.gov/agencies/ofccp/posters
https://www.dol.gov/agencies/whd/posters/fmla
https://www.dol.gov/agencies/whd/posters/employee-polygraph-protection-act
The City of Wausau is an Equal Opportunity Employer.
Salary : $46,010 - $60,653
