Administrative Specialist

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Performs clerical duties including answering telephone, filing, photocopying, routes mail, and schedules meetings.  Monitors security of main door to the Sheriff's Office.  Screens and registers visitors.

Answers varied inquiries.  Assists insurance companies, attorneys, clergy, vendors, inmate visitors, and general public regarding traffic accident reports, geographical directions in county, maps, photos, forms, narratives, accident reports, and various forms. Inspects vehicle repairs, as needed.  Schedules police escorts.

Collects and receipts fees.  Maintains corresponding records.  Deposits revenue with Treasurer.

Queries internet and in-house records for various agencies.

Transcribes, grammatically edits, proofreads, and coordinates investigative police reports and tapes of telephone and personal interviews for staff.

Maintains and monitors computer and manual records, files, film, and photos.

Prepares letters, memorandum, reports, agendas, minutes, and search warrants.

Performs the duties of Uniform Crime Reporting Coordinator.  Analyzes, classifies, and enters all information gathered by the patrol and investigative staff relating to incidents occurring within the County.  Updates disposition information and prepares reports.

Maintains records and accounting for jail huber and commissary financial accounts.  Prepares bank deposits and account reconciliation.

Coordinates criminal and civil processes, ensuring compliance with Wisconsin Statutes.  Maintains records, performs accurate bookkeeping and accounting, and prepares reports.

Procures quotes for equipment and supplies from outside vendors.

Maintains the clothing allowance accounts for staff.

Prepares deputy cards, deputy forms, and oath of office forms for all deputies of Calumet County.

Maintains and updates in-house warrant files for Calumet County warrants.  Maintains financial account for bonds received for Calumet County and other jurisdictions.

Processes and pays bills and requisitions supplies on the County's financial system.  Processes expense vouchers.

Serves as Records Representative for the Sheriff's Office.

Attends meetings as required.

It is unlikely that an employee will perform all the duties listed on a regular basis, nor is the list exhaustive in the sense it covers all the duties an employee may be required to perform.  The examples are merely indicative, not restrictive.

Supervisory Responsibilities 

This job has no supervisory responsibilities.

Competency

To perform the job successfully, an individual should demonstrate the following competencies:  No competency or factor selected.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience 

One year certificate from college or technical school as Legal Secretary; two to three years related law office experience and/or training; or equivalent combination of education and experience.

Language Skills 

Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills 

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability 

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.  Ability to deal with problems involving a few concrete variables in standardized situations.

Computer Skills 

To perform this job successfully, an individual should have knowledge of financial software, Microsoft Office Suite, Motorola Premier software; and JMS Beacon software. 

Certificates, Licenses, Registrations 

None.

Other Skills and Abilities 

Good knowledge of legal practices and procedures.

Good knowledge of business English, legal terminology, spelling, and composition.

Good knowledge of simple bookkeeping.

       Good knowledge of departmental programs, operations and policy with respect to general function performed.

Considerable knowledge of legal requirements for criminal and civil processes.

Ability to perform a variety of complex clerical tasks.

Ability to type at a minimum of 50 w.p.m., transcribing from machine and transcription.  

Ability to follow complex oral and written instructions.

Ability to accept responsibility and exercise independent judgement.

Ability to maintain the confidentiality of departmental practices.

Ability to maintain effective public working relationships and work closely with all law enforcement agencies/officials, other county employees, and the general public.

Other Qualifications

None.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

The noise level in the work environment is usually quiet.