Administrative Professional III

Rock County, WI; Janesville (WI); On-site; USD 36,000 - 52,000; Full time

Job summary

Rock County, WI is seeking a detail‑oriented Records/Secretarial staff member to perform routine to moderately complex administrative tasks within the Records Management Department. You will review reports, maintain confidential materials and prioritize workload with sound judgment.

The role includes processing patrol and incident reports, data entry into RMS, and ensuring compliance with DOJ and state requirements. Strong accuracy and discretion are essential.

Qualifications

• High school diploma or equivalent with training in computer applications and two years/general clerical/secretarial experience or equivalent knowledge, skills and abilities.
• Experience with a variety of office equipment.

Responsibilities

• Review and process Criminal Patrol reports to DA, Clerk of Courts and state agencies for in-custody court and referrals.
• Review all Non-Criminal Incident/Informational reports completed by Patrol.
• Scan LE forms into case file RMS to maintain paperwork and associate related reports.
• Review Patrol reports for DOJ data entry accuracy and attach ETIME Criminal/DOT histories as needed.
• Transmit inter-office LE incident reports electronically to Clerk of Courts and DA.
• Review TraCs for lost/voided/open citations and transmissions for Traffic and Municipal citations.

Skills

Attention to detail

Prioritization

Judgment & discretion

Education

High school diploma or equivalent with training in computer applications

Notary Public

ETIME

IBR training

Tools

Spillman RMS

Job description

This position performs routine to moderately complex secretarial and administrative functions such as reviewing all Criminal/Traffic Reports, and processing/producing Patrol reports to the District Attorney's Office and Clerk of Courts. This position handles confidential materials and requires a high degree of accuracy and also involves the application of judgment to information dissemination, the application of policies and procedures of work duties, and the ability to prioritize and delegate work to others within the Records Management Department.

35% - Maintenance of LE Records in RMS Database and Report Processing

• Review and process Criminal Patrol reports to the District Attorney, Clerk of Courts and State of Wisconsin Probation and Parole for In-Custody Court, Criminal Intake, Municipal Violations and Referrals.
• Review all Non-Criminal Incident/Informational reports completed by Patrol.
• Scan LE forms into case file RMS to maintain additional paperwork to an incident report, as well as, associate reports that, upon review, are related.
• Review all Patrol reports for accurate data entry per DOJ requirements for statistical accuracy.
  Input reports filed on Rock County website for minor Theft, Fraud and Vandalism into Spillman Law Incident and review to determine if Patrol should follow up.
• Run Criminal History, DOT History from ETIME to attach to reports processed for the District Attorney's Office.
  Review all Municipal Citations in Wisconsin TraCs Program for possible errors prior to transmission, advise Deputies of necessary edits.
• Electronically transmit and send inter-office LE incident reports to Clerk of Courts and District Attorney's Office.
• Review TraCs to process lost citations, voided citations, open citations,failed transmissions, etc.,for Traffic Citations, Traffic Accident reports and Municipal citations.

35% - Dissemination of LES Records to Appropriate Agencies and Public

• Field multiple phone, e-mail, mail and internal requests for LE incident reports and respond within designated time, in accordance with state law, with the requested information or denial letter.
• Review all records being requested by the public, attorneys, criminal agencies, insurance agencies, news organizations, etc. and redact any/all information necessary in accordance with maintaining confidentiality requirements.
• Produce reports involving DOC Offenders to Probation and Parole if arrested or contact with Law Enforcement.

10% - Report Statistical Analysis to Department of Justice

• Run Uniform Crime Report from the RMS system monthly.
• Log on to State of Wisconsin website and data enter all statistical information from the UCR report.
• Maintain and individually report any/all Sexual Assaults, Hate Crimes and Homicides in accordance with UCR requirements.
• Report previous month's statistics by the 15th of the following month in accordance with State requirements.

10% - Operate Telephone & Computer System, Compose letters/Memoranda

• Field phone calls/emails from Professional Offices and Community and assist with questions/concerns/messages or direct them to appropriate personnel to assist.
• Relay information regarding SO Departmental policies and procedures to assist caller.
• Prepare written, electronic and voice messages for office personnel.
• Draft memos to employees as needed.
• Compose letters to citizens advising of corrected court date/fine information when necessary.
• Hotsheet/Court Calendar Maintenance
• On yearly Basis, figure all Criminal Intake-North/South, Criminal Intake-Domestic Violence, Traffic, OWi, Juvenile Intake, Footville Municipal and DNR Court dates for the year to ensure property court and times available with Judges.
• Maintain weekly, the date change on the Hotsheet for Patrol and Jail.
• Makes proper modifications for Holidays, Sick Leave and Vacations for Judges.

5% - Training

• Lexipol Training
• Commander Notes
• Verbal Direction from Records Capt. and Command Staff.

5% - Other duties as assigned.

• Modern office practices, procedures and equipment.
• Ability to communicate (oral and written) and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction.
• Grammar, spelling, punctuation and vocabulary.
• Interpersonal skills using tact, patience and courtesy while on telephone, by email and face to face contact.
• Operation of a computer terminal and a variety of other office equipment including a computer, fax machine/copier and other required equipment.
• Knowledge of the principles, policies and procedures of LE operations.
• Knowledge of public safety and RMS system use/operation.
• Must be detail oriented and well organized.
• Knowledge of basic equipment functions and software applications
• Read, organize and execute paperwork.
• Type at an acceptable rate of speed.
• Work independently with little direction, multi-task.
• Establish and maintain effective working relationships with others.
• Communicate effectively both orally and in writing.
• Work efficiently with many interruptions.
• Maintain a variety of files, records and logs.
• Plan and organize work.

• High school diploma or equivalent with training in computer applications and two years general clerical/secretarial experience, or any combination of education and experience that provides equivalent knowledge, skills and abilities will be considered.
• Experience with a variety of office equipment

Helpful Certifications

• Records Management System Certification (Spillman Technologies, Inc.)
• IBR training
• ETIME
• Notary Public

Physical Elements:

• Sitting for long periods of time in a static position.
• Repetitive hand and wrist movements, i.e. typing.
• Communicate effectively using speech, vision and hearing.
• Walking
• Lift, carry, push or pull light weights, up to 30 pounds.
• Occasional bending, squatting, crawling, climbing, reaching.

Use of Equipment:

• Computer
• Telephone
• Printer
• Calculator
• Copier
• Scanner

Working Conditions:

• Set work schedule (days & hours).
• Congenial atmosphere with co-workers.
• Stress's with public
• Consistent climate controlled environment.
• Florescent & natural lighting.
• Moderate noise levels.