Public Safety Administrative Specialist

POSITION SUMMARY 

This position provides advanced administrative and program support to the assigned office; and provides responsive, courteous, and efficient customer service in support of office operations.

ESSENTIAL FUNCTIONS 

1. Prepares and compiles case files for distribution to the District Attorney's office and all other assisting agencies.
2. Compiles and maintains statistics for the office.
3. Processes open record requests and DVD discovery in accordance with State statutes.
4. Prepares and validates high-level reportable cases through the State of Wisconsin/FBI - WIBRS (Wisconsin Incident-Based Reporting System) guidelines.
5. Verifies and validates Uniform Crime Report for State of Wisconsin and FBI.
6. Serves as a liaison to RMS or financial system provider to troubleshoot and schedule software updates.
7. Handles all duties pertaining to Civil Process paper service, including Sheriff sales; answers questions, accepts paperwork and reviews for accuracy, prepares documents for service, schedules, clerks, and processes paperwork after Sheriff sales, prepares and mails returns of service.
8. Addresses and resolves customer questions/concerns as able and refers complex inquiries, requests, or complaints to appropriate staff.  
9. Sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; retrieves, delivers, and sends faxes.
10. Composes routine correspondence; proofreads and edits documents.
11. Enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
12. Maintains office-specific filing and record systems and documents to provide easy access to records and information; provides retention of records as required.
13. Schedules appointments for office personnel as assigned. 
14. 14.Receives and processes payments, applying payment to proper account and providing receipt of transaction when necessary.
15. Verifies petty cash receipts for accuracy; balances daily cash intake drawer; resolves discrepancies. 
16. Assists other office personnel during peak period of work or for absences. 
17. Other duties as assigned.

When assigned additional financial duties

1. Enters requisitions for purchase orders. Prepares invoice for payment approval.
2. Reviews and processes accounts payables for payment.
3. Compiles and reconciles monthly office purchasing card reports.  Verifies coding of purchases, reviews supporting documentation, account number coding, reconciles vendor and credit card statements, and posts activity to general ledger and accounts payable.
4. Purchases and monitors office and operational supplies.
5. Assists with the gathering of office payroll information for submittal.
6. Assists in the preparation of budget documents as assigned.
7. Compiles grant reporting data.
8. Manages inmate financial accounts with deposits, withdrawals, journal entries.
9. Bills and receipts other agencies for housing, transportation, and medical expenses incurred by inmates/detainees. 

When assigned additional evidence and property handling duties

1. Receives, inventories, and properly stores all evidence and found property in the control of the Sheriff's Office.
2. Coordinates the delivery of evidence to laboratories for testing and analysis.
3. Coordinates disposal of evidence.
4. Updates property/evidence inventory to show the location or disposition of all evidence and found property from the date received to the date of return or disposal.
5. Testifies in court regarding the chain of custody procedures for the office or in regard to knowledge specific to the chain of custody for a specific item(s) of evidence.
6. Assists with the release of seized evidence/property/vehicles.

MINIMUM REQUIRED QUALIFICATIONS

• High School Diploma/equivalent with four (4) years' progressively responsible administratitve support experience in a legal/law enforcement setting; or an equivalent combination of education, skills, knowledge and abilities may be substituted for above-listed requirements.

OTHER REQUIREMENTS

• Must successfully criminal background check.
• Evidence Room Management Certification must be obtained upon hire, if assigned to evidence.

PREFERRED QUALIFICATIONS

• Associate's degree.

REQUIRED JOB COMPETENCIES

• Knowledge of recordkeeping, report preparation, filing methods and records management techniques.
• Knowledge, skill, and ability to understand and use legal terminology, legal format, and processes.
• Knowledge of standard and legal office practices, procedures, and clerical techniques.
• Knowledge of Wisconsin Statutes and ongoing statutory changes, procedural changes, and form changes.
• Skill to take notes and accurately incorporate essential details in preparing legal documents.
• Ability to establish and maintain accurate records of assigned activities and operations.
• Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
• Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Ability to perform detailed work accurately and independently in compliance with stringent time limits requiring minimal direction and supervision.
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
• Knowledge of computer software including word processing, spreadsheet, and database applications consistent for this position.
• Ability to perform mathematical calculations required of this position.
• Ability to communicate clearly, concisely and effectively in English in both written and verbal form.
• Skill in researching and understanding complex written materials.
• Ability to prepare and maintain accurate and concise records and reports.
• Ability to apply sound judgment and discretion in performing duties, resolving problems, and interpreting policies and regulations.
• Ability to communicate detailed and often sensitive information effectively and concisely, both orally and in writing.
• Ability to handle sensitive interpersonal situations calmly and tactfully.
• Ability to maintain professionalism at all times.
• Ability to maintain effective working relationships with individuals within and outside the organization.
• Ability to maintain confidentiality and discretion regarding business-related files, reports, and conversations, within the provisions of open records laws and other applicable State and Federal statutes and regulations.
• Ability to work the allocated hours of the position and respond after hours as needed.
• The employee must have the ability to testify in court as a credible and trustworthy witness.

PHYSICAL AND WORK ENVIRONMENT

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities. 
• Personnel assigned to evidence will have work that requires wearing specialized personal protective equipment. 
• Personnel assigned to evidenced may be subject to exposure to blood/body fluids and infectious and communicable diseases.
• Work is generally in a moderately noisy office setting.   Assignment will occur in a secured jail facility or secured administrative office. 
• May require communicating with persons who are hostile, aggressive, abusive or violent, posing threatening conditions.