Secretary/Receptionist - Sheriff

Washburn, County of (WI); Shell Lake (WI); On-site; USD 36,000 - 48,000; Full time

Job summary

Washburn County Sheriff's Office is seeking a skilled clerical professional to perform reception, secretarial tasks, and specialized support for the Sheriff’s Office and Jail. The role requires discretion with confidential information and the ability to adapt procedures for new situations.

Primary duties include answering phones, greeting the public, processing records requests, data entry, and assisting with software systems. Candidates should have strong MS Office skills and typing proficiency.

Qualifications

• Requires considerable secretarial/clerical experience and ability to type 60 wpm.
• Must maintain confidentiality of privileged information and inmate/staff records.
• Ability to apply established policies and procedures and make decisions accordingly.
• Strong MS Office and English skills are essential.

Responsibilities

• Serve as receptionist: answer calls, greet the public, route to staff, issue badges and logs.
• Perform general secretarial duties: correspondence, filing, data entry, mail, requisitions, and transcription support.
• Prepare records for Open Records requests with reports, photos, audio, and video.
• Handle payments and receipts for department matters and property.
• Operate Sheriff’s Office software systems (e.g., MS Office, TRACS) and provide user support.
• Attend meetings and training as directed; maintain professional customer service.

Skills

MS Office suite

Dictation transcription

Confidential records handling

Decision making

Interpersonal skills

Clerical aptitude

Professionalism

Office terminology

English proficiency

Education

High school diploma

Business/secretarial training

Tools

Transcription machine

Copy machine

Fax machine

Calculator

Telephone systems

Job description

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.

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, AND ABILITIES:

• 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.

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.