Municipal Services Executive Secretary

City of Lincoln; Pleasant Prairie (WI); On-site; USD 57,000 - 78,000; Full time

Job summary

The Village of Pleasant Prairie seeks a Municipal Services Executive Secretary to provide comprehensive administrative support to the Chief of Police and Police Department. This full-time, exempt role focuses on calendar management, correspondence, budget assistance, and front-desk service within a public safety context.

Typical hours are Monday–Friday, 7:30 a.m.–4:30 p.m. The position requires strong MS Office skills, cash handling, and the ability to multi-task in a busy municipal office

Qualifications

• 5+ years of administrative work; public safety environment preferred.
• Proficiency in MS Office Suite.
• Valid driver's license with acceptable driving record.
• Cash handling experience preferred.
• Ability to multi-task, organize work, and manage deadlines.

Responsibilities

• Manages and maintains calendars for the Chief of Police and Captains; schedules meetings and events.
• Provides customer service, handles inquiries, processes mail, and disseminates information.
• Prepares, formats, edits, and proofreads correspondence, reports, and forms.
• Receipts and processes departmental payments; reconciles funds per procedures.
• Assists payroll using Village systems and ensures compliance with policies.
• Organizes files and records; retrieves documents as needed.
• Answers calls and routes inquiries to the right person.
• Uses Granicus, Munis, Pace, Paypro, and ProPhoenix in daily work.
• Supports Police Department budget and purchasing records.
• Coordinates facility maintenance and liaises with contractors.

Skills

Multi-tasking

Organization

Time management

Communication

Tools

MS Office Suite

Job description

• Location 10111 39th Avenue,Pleasant Prairie, WI, 53158,United States
• Base Pay $57,430.08 - $77,717.88 / Year
• Employee Type SALARY

Contact information

• Phone [phone]
• Email [e-mail]

Description

The Municipal Services Executive Secretary is a full-time, exempt administrative position within the Pleasant Prairie Police Department and reports directly to the Chief of Police. The primary responsibilities are, but not limited to, providing comprehensive administrative support to the Chief of Police, the Police Department and the Public Safety Communications Division, ensuring efficient operations and communication within the department, various other Village departments, and with the community.

This position is typically scheduled Monday – Friday; 7:30 a.m. – 4:30 p.m.

Job Duties:

• Manages and maintains the Outlook calendars for the Chief of Police and the Captains of Police; including scheduling meetings, appointments, and other departmental activities.
• Welcomes and provides excellent customer service, anticipates department operational and supply needs, responds to diverse inquiries via phone and in-person from the public and other Village departments, processes in-person transactions, sorts and distributes mail, and ensures the accurate and timely dissemination of information.
• Composes, prepares, formats, edits, and proofreads correspondence, reports, memoranda, forms, and other documents on behalf of the Chief of Police, Police Department, and Public Safety Communications Division.
• Receipts and processes departmental cash and check payments; maintains accurate records, reconciles funds, and securely transmits funds to the Finance Department in accordance with established procedures.
• Reviews, prepares, and resolves departmental payroll by utilizing department and Village methods and software and ensures compliance with applicable collective bargaining agreements, labor laws, Village policies, procedures, and employee handbook provisions.
• Establishes, organizes, maintains, and retrieves departmental files and records in accordance with applicable retention requirements and departmental procedures.
• Answers, screens, and routes telephone calls and inquiries to the appropriate departmental personnel.
• Utilizes departmental and Village software systems and applications as required, including but not limited to, Granicus, Munis, Pace, Paypro, and ProPhoenix.
• Provides professional and courteous customer service at the Police Department front counter, including responding to inquiries and directing members of the public to appropriate resources or personnel.
• Provides administrative support to the Police & Fire Commission, including serving as Secretary during designated hours or as assigned.
• Prepares, documents, and maintains minutes and related records for Police Department staff meetings.
• Assists with the preparation and administration of the Police Department budget as requested; maintains purchasing records and processes purchase order requests in accordance with Village policies and procedures.
• Maintains records and documentation related to Memoranda of Understanding (MOUs) involving the Police Department and Public Safety Communications.
• Schedules and coordinates facility maintenance appointments and serves as a liaison between contractors and the Police Department to facilitate access, communication, and completion of services.
• Effectively communicates, resolves issues, and establishes positive working relationships with Village officials, employees, vendors, and the public.
• Handles open records requests and manages confidential information with the highest degree of integrity and discretion.
• Understands and applies the department’s established policies, procedures and strategies and actively participates in process improvement efforts.
• Adheres to all Village and Department rules, regulations, policies, standard operating procedures, and guidelines.
• Performs other duties and special assignments as directed within the scope of the Police Department.

Physical:

• Requires frequent public interaction and the ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Frequent operation of a computer, phone, copier, and other office equipment.
• Work is primarily sedentary and performed in an indoor office environment with low to moderate noise levels.
• May occasionally require the ability to lift and carry a range of weight up to 20 pounds.

Educational, Certifications, and Experience:

• 5+ years of administrative work; experience in a public safety-oriented environment preferred.
• Proficiency in MS Office Suite
• Valid driver's license with an acceptable driving record
• Ability to multi-task, organize work, and manage work schedules and deadlines effectively.
• Cash handling experience preferred.
• Ability to learn and understand Police & Public Safety operations, Village ordinances, and specialized language and technical terms as they relate to the protective service discipline.
• Strong oral communication and interpersonal skills for working with a diverse population including other employees, public officials, and the general public.
• An equivalent combination of education, training, or work experience that provides the required knowledge, skills, and abilities will be considered

The Village of Pleasant Prairie is an Equal Opportunity Employer