Confidential Administrative Assistant

The following duties are representative of the position. Additional duties may be assigned. • Accurately review, process, and enter police-generated data into the Department’s Records Management System (RMS). • Process criminal complaints, arrest reports, ordinance violations, traffic citations, and related documentation for appropriate judicial authorities. • Prepare and distribute reports to the District Attorney’s Office, Municipal Court, and other governmental agencies. • Process parking citations and related registration suspensions in coordination with applicable agencies. • Review and respond to Open Records requests in compliance with Wisconsin public records laws and department policy. • Serve as a primary point of contact for the public via lobby reception, telephone, and general inquiries. • Process cash transactions, maintain and reconcile the cash drawer, and ensure accurate financial handling procedures. • Sort, distribute, and manage incoming and outgoing mail. • Screen incoming calls, provide information, and route messages appropriately. • Monitor and comprehend police radio traffic and provide administrative support to dispatch and officers as needed. • Serve as a liaison between the Chief of Police and internal/external stakeholders. • Prepare agendas, reports, correspondence, and informational materials for meetings and departmental use. • Maintain confidential records. • Assist in the preparation, monitoring, and administration of the departmental budget. • Audit and maintain departmental records to ensure accuracy, completeness, and compliance with requirements. • Conduct research, compile statistics, prepare reports, and assist with special projects. • Support hiring and promotional processes, including preparation of materials and documentation. • Provide administrative support to supervisory staff, officers, and other personnel as needed. • Serve as the agency’s TIME System Agency Coordinator (TAC). • Complete National Incident Based Reporting (NIBRS) and other required reporting. • Perform general clerical duties, including correspondence, filing, copying, and document preparation. • Manage and maintain the Department’s social media platforms and website, including creating, scheduling, and publishing content. • Develop creative and engaging content to promote the Police Department, enhance community outreach, and support public information efforts. • Maintain strict confidentiality when handling sensitive information, reports, and photographs; this role includes exposure to sensitive or graphic information related to law enforcement activities • Assist with Wisconsin Law Enforcement Accreditation Group (WILEAG) Accreditation. • Complete monthly State reporting as required (UFAD, Pursuit, Search Warrants, Etc.). • Enter data into the PDMP website (Prescription Drug Monitoring Program). • Manage grants, to include applications, tracking, reporting and closing. • Completing background checks: Adoption / foster records requests, outside agency requests, FBI U21 requests, ATF records inquiries, Village Alcohol Operator License background checks, and Village Transient Merchant background requests, as determined by the Chief of Police. • Perform other duties as assigned.