Administrative Support Specialist - Police (Half-Time)

City of Appleton; Appleton (WI); On-site; USD 21,000 - 28,000; Part time

Job summary

The City of Appleton's Police Department seeks a half-time Administrative Support Specialist to perform varied clerical, administrative, and technical duties in the Records and Identification Unit. The role requires sound judgment in interpreting policies and regulation and reports to the Administrative Services Supervisor.

Key tasks include managing records, processing open records requests, assisting with warrants, and supporting department personnel while maintaining confidentiality and

Qualifications

• 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 follow 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 relations problems courteously.
• Ability to make minor decisions in accordance with laws and regulations.
• 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.

Responsibilities

• 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

Skills

Scheduling procedures

Business English

Work under pressure

Attention to detail

Customer service

Autonomy

Confidentiality

Oral and written instructions

Computer software

Public relations

Fast-paced environment

Education

High school diploma + 1–2 years college/technical training

Tools

Office software

Standard office equipment

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.

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

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

COMPETENCIES

Customer Focus

Adaptability/Flexibility

Technical Skills

Communication

Positive Attitude

To learn more about these competencies click here