Administrative Specialist - Jail Records Clerk (2nd Shift)

Salary : $21.44 - $28.33 Hourly

Location : WI 53188, WI

Job Type : Full-time

Job Number : AdminSpecJailRecClk 12.27.24

Department : Sheriff's Department

Opening Date : 12 / 27 / 2024

Description

The Sheriff's Department - Jail Division is recruiting for two (2) Administrative Specialist (Jail Records Clerk) positions.

Work Schedule (2nd shift) :

Position #1 - Tuesday - Saturday, 2 : 45 p.m. - 10 : 45 p.m.

Position #2 - Sunday - Thursday, 2 : 45 p.m. - 10 : 45 p.m.

Because of the sensitive nature of the work in this role, cellular devices (phones, smart watches, and Bluetooth devices) are not permitted, except during break times in designated areas.

This position requires flexibility in working varying shifts to accommodate training needs. It also requires the ability to work some holidays and planned / unplanned overtime.Initial training will be conducted on each of the three shifts prior to assignment on a permanent shift.

Administrative Specialist is a professional (non-sworn) position in the Waukesha County Sheriff's Department-Jail Division. A high level of awareness and sensitivity is critical. The ability to positively interact with Law Enforcement employees, Court Officials, staff, community members, visitors and professionals from other government agencies is required to develop, maintain and successfully perform in this position.

Located in the Jail, an Administrative Specialist enters, retrieves and interprets data from various computer systems, Law Enforcement agencies, Department of Corrections and the Circuit Courts. The ability to build, maintain, interpret and update physical and electronic records is essential. Key components for success include effective written and verbal communication, the ability to multi-task in a fast-paced environment, a positive, helpful and constructive attitude, and the ability to establish and maintain effective working relationships.

Anticipated starting hourly rate range is $21.44 to $22.33 plus excellent benefits. Full range extends to $28.33.

Microsoft Word and / or Excel skills tests may be administered to final candidate(s) prior to hire. Criminal History and Background Check : Final candidate will need to pass an extensive background investigation conducted by the Waukesha County Sheriff's Department.

Example of Duties

FUNCTION OF THE JOB

Under general supervision, performs skilled administrative and / or program support work in a department, division, program, or other work unit within County government. Typical duties include : prepares and maintains a variety of detailed records, reports and files, collects and disseminates data and information, responds to customer / client concerns and questions, performs basic cash management functions, assists staff with programs and projects, provides information, solves problems, responds to inquiries and performs related work as required.

DISTINGUISHING FEATURES OF THE CLASS

At this level, work is performed independently. Assignments are varied, involving different and / or unrelated processes and methods that require evaluation of alternate courses of action. Latitude to select the most appropriate methods and tools to get the work done are made within established administrative guidelines, regulations, or instructions. The incumbent normally receives little instruction on day-to-day work and receives general instructions on new assignments. The incumbent seldom refers matters to supervisor except for clarification of policy or resolution of unusual matters.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

The following list of duties and responsibilities are commonly performed by a position at this level, but are not necessarily required of all positions.

• Performs all functions of Administrative Assistant.
• Performs basic cash handling tasks and transactions and maintains account records which may include expenditures, collections, or budget information.
• Prepares, researches, analyzes, and organizes information to produce a variety of documents, reports, informational materials, statistics, or other materials for the department.
• Creates, updates, and maintains a variety of spreadsheets, databases, and applications; prepares reports, tables, and charts.
• Evaluates, establishes, and maintains complex files and filing systems pertaining to the area of responsibility.
• Identifies, responds to, and resolves inquiries and issues utilizing knowledge of the department programs and operations.
• Provides information and assistance to customers, clients or staff regarding department programs and / or requirements, operations, policies and procedures.
• Organizes and schedules meetings or events including meeting room set-up, technology, communication etc.
• Identifies and resolves basic problems and refers more complex questions or concerns to appropriate staff.
• Establishes and maintains effective, professional, positive, and respectful working relationships and communicates internally, with other County Departments / Divisions, clients / customers, outside agencies, and the general public.
• Performs other duties as apparent or assigned.

QUALIFICATIONS

Essential Knowledge and Abilities

Minimum Qualifications

You must meet these minimum Education and Experience requirements :

Supplemental Information

Recruitment will remain open until position is filled.

Your qualifications will be judged on the basis of the information supplied in the general application as well as responses to the following supplemental questions. To assist the hiring manager in the review process, you are encouraged to provide examples or a detailed explanation in your responses. Also indicate where or how you gained the experience to include education, training and employment experience. Select yes to acknowledge what is being asked of you and to continue on with writing your responses.

Do you have a high school diploma or GED?

Do you have two (2) years of experience providing administrative support (experience must be full time)?

If you do not have two years of full time experience providing administrative support, one year of recognized post high school training in business, administrative professional, or closely related field may substitute for one year of the work experience requirement. Does this apply to you?

If you answered yes to the previous question, describe how you obtained the training.

This position requires flexibility in working varying shifts to accommodate training needs. Is this acceptable to you?

Are you willing to work second shift, Tuesday - Saturday, 2 : 45 PM - 10 : 45 PM?

Are you willing to work second shift, Sunday - Wednesday, 2 : 45 PM - 10 : 45 PM?

This position requires the ability to work some holidays and planned / unplanned overtime. Are you able to meet these requirements?

Because of the sensitive nature of the work in this role, cellular devices (phones, smart watches, and Bluetooth devices) are not permitted, except during break times in designated areas. Is this acceptable to you?

The anticipated starting hourly rate range is $21.44 to $22.33 dependent upon qualifications and experience. Is this acceptable to you?

Describe in detail your experience providing administrative support in a corrections, legal or business setting.

Describe any customer service experience you have in assisting the following :

This position will need to balance and prioritize tasks such as assisting customers, answering telephones, detailed computer entry, and assisting co-workers, other County departments, law enforcement and court related agencies in a high stress environment. Please describe in detail how you would manage these multiple tasks under pressure.

What experience or skills do you have that will make you successful in this position?

Why do you want to work for the Waukesha County Sheriff's Department - Jail Division?

Required Question

Salary : $21 - $22