Office Assistant III

Job Summary The Office Assistant III provides administrative support to the Records Management and Civil Process Unit, maintains and processes digital and analog records, handles departmental telephone calls and visitor reception, performs data entry, reviews and transmits forms and reports, and performs other records management duties for the Sheriff’s Office. Hours: Monday - Friday 8:30am-5:00pm, in Office, located at 1201 S. Spring Street, Port Washington, WI 53074 Essential Functions and Responsibilities The following duties are essential to this position and are primarily performed. Employees are expected to perform each of these job duties satisfactorily and successfully, with or without reasonable accommodations, to be qualified for the position. Other duties may be required and assigned. 35% Civil Process: Provides administrative support by receiving civil process paperwork and receipting prepayments; verifying service requirements; entering data and billing for service attempts; filing service paperwork with the Clerk of Courts and with parties related to the case; and mailing paperwork to the appropriate parties. Prepares Temporary Restraining Orders for time-sensitive service by a deputy and the appropriate return paperwork. Answers questions from the public regarding civil process requests and service. Coordinates service of process with the Civil Process Deputy. Prepares certificates of service for the deputy. Maintains the Sheriff Sales webpage and the Civil Process folder in Outlook. 20% Uniforms Coordinator: This position works closely with command staff to coordinate the Sheriff’s Office uniform issuance and replacement program. This position ensures employees receive authorized uniforms and equipment in a timely manner while maintaining accountability for inventory, budgets, vendor relationships, and agency uniform standards. Assist managers and supervisors in supplying new employees with uniforms. Schedule and attend semiannual uniform replacement sessions with current employees. Maintain inventory of uniforms, footwear, body armor, duty gear, insignia, badges, patches, and related equipment. Serve as the primary liaison with approved uniform vendors. 20% Accident Crash Reports: Reviews, edits, and transmits Accident Crash Reports (ACRs) in TraCs. Communicates with report writers regarding ACR issues and edits. Redacts juvenile information and attaches it to the Records Management System (RMS). Fulfills requests for crash reports. In accordance with state law, makes crash reports available at the front desk and fulfills open records requests for accident reports. Sends copies of ACRs with government property damage to the Ozaukee Highway Dept. 15% Sheriff’s Office Reception: Answers and assists incoming non-emergency telephone callers or routes calls to appropriate parties. Greets visitors, provides instructions and directions to the public, announces the arrival of guests, receives and distributes various department papers, forms, and materials to visitors. Notifies staff members of calls/voicemails, Computer Aided Dispatch messages, in person, or by text. Assists walk-ins with reports by recording essential information and reporting to Dispatch. Receives funds for Child Support payments, jail fees, Civil Process, record requests, and/or donations. Receives and distributes packages and sorts mail. This position rotates with other staff to provide front desk coverage, with rotations on a yearly basis. 10% Other (Backup /Cross Training): Assists with logging inmate mail and scheduling inmate medical appointments. Receives Subpoenas for Officer Appearances from the District Attorney’s Office and Corporation Counsel. Reviews all case records to ensure data entered by other users is correct. Reviews and proofreads case reports before final submission to the Patrol Lieutenant for approval. Scans and attaches department forms and report materials from Patrol to RMS entries. Reviews all citations issued to ensure key data elements are entered correctly by deputies. Transmits citations in TraCS and verifies receipt of citations by the Clerk of Courts, the District Attorney’s Office, and ProPhoenix. Supervision Exercised None. Minimum Education Qualifications Education and/or Experience Requirements:

• High school degree required.

• Two to three years of previous experience and/or training involving routine data entry functions, demonstrating ability to maintain accurate records; or an equivalent combination of education, training, and experience.

Minimum Knowledge, Skills, and Abilities Qualifications In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential.

• Ability to represent the department with excellent verbal communication skills.

• Ability to multi-task and establish priorities.

• Skills in time management.

• Knowledge of office procedures and ability to use equipment.

• Skill in basic math concepts.

• Skill in data entry & transcription at a reasonable speed.

• Skills in record keeping and filing.