Administrative Assistant

City of Waukesha; Waukesha (WI); On-site; USD 51,000 - 61,000; Full time

Job summary

City of Waukesha is seeking a clerical assistant for the Police Department to provide essential administrative support. The role includes answering calls, greeting visitors, and processing records under CJIS security guidelines.

Responsibilities cover filing, data entry, open records requests, payroll support, and coordination with District Attorney’s Office. Applicants should have a high school diploma with technical training and several years of office experience.

Qualifications

• High school diploma or equivalent with technical training.
• 4–6 years of office/clerical experience.
• Proficiency in standard office software and data entry.

Responsibilities

• Provide clerical, record keeping and mail processing tasks.
• Greet visitors and route calls; answer inquiries about policies and procedures.
• Process open records requests and assist with data entry.
• Maintain records, manage supplies, and handle basic accounting functions.

Skills

Typing 40 WPM

Customer service

Multitasking

Attention to detail

Public relations

Organization

Education

High school diploma + 2 years technical training

4–6 years office experience

Tools

Kronos

Munis

Police Records Management System

MS Office

Job description

This position provides clerical and administrative support to the Police Department.
Schedule: 7:00am - 3:00pm, occasional nights and weekends required
Starting hourly rate: $24.58 - $29.52 hourly ($51,126.12 - $61,401.60 annually)
Interviews: TBD
Start date: TBD

Essential Job Functions

The job functions listed herein are neither exclusive nor exhaustive but are intended to be illustrative of the types of tasks the employee will most likely be expected to perform on a regular basis. The employee may be asked to perform different or additional tasks than the ones listed here, as the needs of the employer and/or the requirements of the position change.

1. Provides clerical, record keeping and mail processing functions; answers telephones and routes calls; greets and directs visitors.
2. Serves as the primary source point for citizen and customers; answers inquiries regarding policies, ordinances and procedures; provides information; responds to technical inquiries.
3. Conducts research on customer inquiries and complaints; responds as appropriate and/or directs to responsible department, supervisor or other individual.
4. Works with city government to conduct criminal background checks on individuals or companies seeking licenses and permits to be in compliance with local ordinances and state laws. Refers them to other city or county departments for additional permits or licenses if needed.
5. Processes criminal incident reports, statements, testimony, and video that are often of a confidential, violent, graphic and/or uncomfortable nature. This work product is then sent to the district attorney's office for criminal prosecution.
6. Are subject to ongoing federal Criminal Justice Information Systems (CJIS) security requirements given their access to sensitive criminal justice databases and other confidential law enforcement information.
7. Processes and transmits reports for Child Protective Services (CPS).
8. Registers, records, and documents training for all employees at the police department. Submits training for sworn officers into the statewide training database (ACADIS). Responsible for ensuring all sworn officers have 24 hours of mandated law enforcement training per year in order to retain their officer certification.
9. Issues department credentials and assists with the management of the department door access system.
10. Enters, processes, coordinates, and fulfills open records requests per Wis Stats *19.35. Approximately 4,000 requests for over 6,000 records are fulfilled per year. These open records include reviewing and redacting body worn camera footage and squad dash camera video.
11. Manages and assists with evidence/property, intake, storage, and release within statutory guidelines and department policy. Assists with managing evidentiary change of custody.
12. Collaborates with District Attorney's Office to locate, assemble, and provide evidentiary records for criminal prosecution.
13. Manages court notifications, subpoenas, scheduling, and cancelations for District Attorney, City Attorney, and Corporation Counsel.
14. Coordinates, plans, and manages community related events such as the City's Multi-Departmental Event known as Waukesha Night Out.
15. Assembles, organizes, and manages documentation for Officer Involved Shootings and death investigations for the Milwaukee Area Investigative Team, per Wis Stats *175.47. This may require a response to remote locations outside the City of Waukesha during unscheduled work hours.
16. Collects, assembles, and organizes records and documents to maintain the status as an accredited state agency from the Wisconsin Law Enforcement Accreditation Group. Serve as accreditation evaluators for other police departments and dispatch centers.
17. Initial point of contact for criminal prosecution for District Attorney's Office.
18. Prepares, copies and distributes completed incident reports utilizing the Police Records Management System with supporting documentation, in accordance with Department procedures.
19. Compiles and maintains a variety of complex and detailed files and records.
20. Performs office management tasks; orders and maintains office supplies inventory; maintains or arranges service for office equipment; maintains an orderly and clean public reception area.
21. Performs accounting functions and cash receipting.
22. Handles department billing and vendor management. Produces requisitions and obtains purchase orders to be submitted into Munis for the payment of vendors.
23. Assists in reviewing the department's needs for equipment or form changes to increase efficiency and effectiveness and presenting it Police Command and Supervisory Staff. Creates new forms, internal routing forms, and interactive forms.
24. Records and processes payroll information for all police department employees through the City's Kronos system. Enters employee overtime slips into the City payroll system (Kronos).
25. Receipts, reports, and completes daily deposits.
26. Provides Notary services.
27. Provides effective and efficient customer service.
28. Performs related duties as assigned.

Requirements of Work

Graduation from high school plus 2 years of technical training and 4-6 years of office experience providing clerical and administrative services; or any equivalent combination of training and experience which provides the following knowledge, ability and skills:

Knowledge of

• Department policies and procedures.
• Business English, including grammar, punctuation, format and tone.
• General office procedures and the use of standard office equipment and relevant software programs.

Ability to

• Understand and follow oral and written instructions.
• Multitask and prioritize workload.
• Respond professionally to customer complaints and needs.
• Work independently with minimal supervision.
• Maintain complex records and filing systems.
• Establish and maintain effective working relationships with supervisors, coworkers and the general public.
• Perform intermediate math and accounting functions.

Skill in

• Oral and written communication.
• Customer service
• Organization and attention to detail.
• Public Relations
• Dealing courteously and professionally with others.
• Typing at a minimum speed of forty (40) WPM.

Necessary Special Requirements

Ability to pass a criminal and financial background check.

Physical Demands

• Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment.
• Specific vision abilities required by this job include close vision, prolonged visual concentration and the ability to adjust focus.
• While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk and hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms.
• The employee is occasionally required to bend, climb, balance, stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 25 pounds.

The City of Waukesha is an Equal Opportunity Employer.

Internal City Applicants: Please review HR Policy F2 Salary Plan and Administration regarding promotions/transfers.