Secretary/Receptionist - Sheriff

City of Santa Fe Springs

Shell Lake (WI)

On-site

USD 36,000 - 52,000

Full time

28 hours ago

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Benefits offered by this job

Wisconsin Retirement - Employer match

Health, Dental and Vision Insurance

Life Insurance

Income Continuation Insurance

Flexible Spending Account

Sick leave

Vacation pay

Holiday pay

Post-Employment Health Plan

Tuition Reimbursement

Employee Achievement Program

Job summary

Washburn County Sheriff's Office is seeking an experienced administrative professional to perform varied secretarial duties and support the Sheriff's Office. The role requires handling confidential information with discretion and adapting procedures for new situations.

Responsibilities include receptionist tasks, records requests, data entry, and using systems like Zuercher, TRACS and Winscribe, while providing courteous customer service to staff and the public.

Qualifications

High school diploma or equivalent required; business or vocational training desirable.
Strong secretarial and clerical abilities with accurate data entry and filing.
Ability to maintain confidential records and exercise good judgment.
Proven ability to interact professionally with the public and staff.

Responsibilities

Acts as office receptionist, answers calls, greets the public, routes staff and manages visitor logs.
Performs general secretarial tasks: correspondence, filing, mail, data entry, e-mail, copies, and requisitions; backups transcriptionist.
Compiles responses for Open Records Requests; handles records and related documentation.
Receives and receipts money, handles invoices, and collects for false alarms per guidelines.
Operates Sheriff’s Office software; trains staff and attends meetings as directed.

Skills

Secretarial & clerical duties

Confidentiality & discretion

Communication skills

Judgment & decision making

Education

High school diploma or equivalent

Tools

MS Office Suite

Zuercher

TRACS

Winscribe

Job description

Purpose of Position/General Statement/Distinguishing Features of Position

An employee in this classification performs varied and responsible work involving secretarial duties and related clerical tasks as well as specific support duties pertaining to the Sheriff’s Office. The job requires the ability to exercise judgment in applying prescribed procedures and methods. The employee must maintain confidentiality of privileged information and personal facts obtained from inmates, family, or staff members. Considerable judgment is required in establishing and adapting work procedures to new and unusual situations. Work is performed under the general direction of the Sheriff and Law Enforcement Assistant.

Primary Duties / Job Functions

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be assigned or required.

Acts as office receptionist; answers telephone calls and routes calls to appropriate staff; greets the public and directs staff/clients to scheduled meetings and appointments; maintains visitor log, issues badges; responds to record requests; monitors and facilitates inmate visitation.
Performs secretarial duties such as general correspondence, filing, and file maintenance, indexing, preparing mail, data entry, review e-mail, preparing photocopies and requisitions; performs in-house l record and background check requests; acts as backup transcriptionist; orders office supplies for the Sheriff’s Office and Jail.
Compiles responses for Sheriff’s Office Open Records Requests from attorneys and the public, including reports, photos, audio, and video.
Receive and receipt money from numerous sources for the department, invoice and collect for all “false alarms” within Washburn County receipt’s found property, obtain documentation and/or signatures per department guidelines.
Operate/administer the various computer and software systems within the Sheriff’s Office, including Zuercher, TRACS, Winscribe software, train/assist personnel as needed.
Attend meetings and training as directed by the Sheriff.
Demonstrate professional, courteous customer service to clients and other staff, consistent with County Core Values.
Performs other related support tasks as assigned.

Essential Knowledge, Skills, Experience And Training

Thorough knowledge of office terminology, procedures, and a variety of office equipment, including a computer.
Skill and knowledge in the use of MS Office suite software.
Thorough knowledge of business arithmetic and English.
Ability to take and/or transcribe dictation.
Ability to maintain confidential office records and reports and to prepare reports from such records.
Ability to make decisions in accordance with established policies and procedures.
Ability to get along well with other staff and the general public.
Clerical and secretarial aptitude.
Good judgment, tact, courtesy and professionalism.

Experience And Training Required

Considerable experience in secretarial and clerical work, demonstrated performances and work experiences which shall have involved handling difficult clerical and secretarial duties; completion of a standard high school course; a business or vocational school training desirable; ability to type 60 wpm; equivalent combination of experience and training which provides required knowledge, skills and abilities.

Physical Demands and Work Environment

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Tools And Equipment Used

Telephone systems
personal computer, including Microsoft Office Suite software
transcription machine
copy machine
postage machine
fax machine
calculator

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed normally in an office setting; occasionally position may travel to other offices in the county. The noise level in the office work environment is usually quiet to moderate.

Closing Statement

This position description has been prepared to assist in defining job responsibilities, physical demands, working conditions and skills needed. It is not intended as a complete list of job duties, responsibilities and/or essential functions. This description is not intended to limit or modify the right of the supervisor to assign, direct and control the work of employees under supervision. The County retains and reserves any and all rights to change, modify, amend, add to, or delete from any section of this document as it deems, in its judgement, to be proper.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The duties are subject to change by the employer as the needs of the employer and requirements of the job change.

Benefits for full-time employees (30+ hours per week):