Administrative Support Specialist - Police (Half-Time)

City of Appleton Wisconsin; Appleton (WI); On-site; USD 25,000 - 33,000; Part time

Job summary

The Appleton Police Department is seeking a half-time Administrative Support Specialist to perform varied clerical and technical duties in the Records and Identification Unit under the Administrative Services Supervisor. The role requires strong organizational and communication skills, accuracy, and discretion.

Duties include records management, processing paperwork, assisting with court-related tasks, and answering inquiries from the public.

Qualifications

• Knowledge of scheduling procedures, business English, spelling, punctuation, and arithmetic.
• Knowledge of the court system and departmental rules, regulations, procedures and functions.
• Ability to understand and effectively carry out oral and written instructions.
• Ability to work accurately under pressure and meet deadlines.
• Ability to maintain effective relationships with employees and the public respectfully.
• Ability to make minor decisions in accordance with laws and regulations.
• Skill in operation of various computer software and standard office equipment.
• Ability to work autonomously in a fast-paced environment.
• Ability to maintain confidentiality and communicate clearly in writing and speech.

Responsibilities

• Maintains a moderately complex record and filing system (hard copy and digital).
• Receipting, inventory, accountability, storage, security and disposition of evidence.
• Processes and updates paperwork and department policies.
• Types letters, memorandums and reports; compiles data and prepares reports.
• Transcribes and files taped narratives of offense reports.
• Releases records under Wisconsin Open Records Law and answers inquiries.
• Maintains daily and monthly billing for open record requests.
• Verifies authenticity of warrants and prepares folders for entry into the state system; enters data.
• Edits, enters and files warrant reports.
• Attends court proceedings when required.
• Back-up for other department personnel.
• Answers inquiries from visitors and callers at the department.
• Maintains regular attendance and may work overtime as required.

Skills

Scheduling procedures

Business English

Court system

Department procedures

Oral and written instructions

Under pressure

Interpersonal skills

Decision making

Computer software

Autonomy

Confidentiality

Education

High school diploma

College/technical training

Tools

Office software

Office equipment

Job description

Job Description

The Appleton Police Department is seeking a half-time Administrative Support Specialist. This is varied clerical work, which involves moderately complex work methods and problems. Work involves performing a wide variety of clerical, administrative and technical duties pertaining to the operation of Records and Identification Unit at the Appleton Police Department and requires the application of judgment in the interpretation of policies and regulations. Work is performed under the supervision of the Administrative Services Supervisor.

Examples of Duties

Essential Job Functions

• Maintains a moderately complex record and filing system, both hard copy and digitally
• Receipting, inventory, accountability, storage, security and disposition of evidence
• Processes and updates paperwork and department policies
• Types letters, memorandums and other correspondence; compiles difficult or complex data and prepares necessary reports
• Transcribes and files taped narratives of offense reports dictated by officers
• Releases police records/reports/narratives/citations under the Wisconsin Open Records Law and answers inquiries from citizens, insurance companies, attorneys, and various City, County and State departments and agencies
• Maintains daily and monthly billing for open record requests
• Verifies authenticity of active warrants, gathers information from available records, initiates an original case and warrant number, prepares warrant folders for entry into the state system and enters information into police computer programs
• Edits, enters and files warrant reports
• Updates and combines a specific master name index file
• Attends court proceedings when required
• Assists and acts as a back-up for other department personnel
• Answers inquiries from visitors and callers, supplies general information on department policies and procedures
• Maintains regular punctual and predictable attendance, works overtime and extra hours as required

Typical Qualifications

Considerable experience in responsible clerical work; graduation from high school plus additional training of at least one to two years of college, business or technical school, or any equivalent combination of experience and training which provides the following knowledge, abilities and skills:

• Knowledge of scheduling procedures
• Knowledge of business English, spelling, punctuation, and arithmetic
• Knowledge of the court system
• Knowledge of departmental rules, regulations, procedures and functions
• Ability to understand and effectively carry out oral and written instructions
• Ability to work accurately under pressure and meet deadlines
• Ability to maintain effective relationships with other employees and to deal with public relation problems courteously and tactfully
• Ability to make minor decisions in accordance with laws and regulations and to apply these to work problems
• Skill in operation of various computer software and other standard office equipment
• Ability to work autonomously in a fast-paced environment
• Ability to maintain confidentiality and to communicate effectively with personnel both orally and in writing in a clear, accurate and concise manner

Supplemental Information

COMPETENCIES

• Customer Focus
• Adaptability/Flexibility
• Technical Skills
• Communication
• Positive Attitude

Employees in this class are afforded full benefits (pro-rated), life insurance, long-term disability insurance and paid leave benefits. (Health insurance is not included under 30 hours per week)