- Where
- Port Washington, WI, United States
- Level
- Senior
Job Summary
The Office Assistant III provides administrative support for the Records Management Unit, maintains and processes digital and analog records, handles departmental telephone and visitor reception, performs data entry, reviews and transmits forms and reports, and performs other supportive records management duties for the Sheriff’s Office.
Hours: Monday - Friday, 8:30am-5:00pm, in-office at 1201 S. Spring Street, Port Washington, WI 53074
Essential Functions and Responsibilities
20% 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.
20% Jail Administrative Support:
Answers and assists incoming Jail Division telephone callers, or routes calls to appropriate parties. Schedules visitation, out-of-county pickups, hearings, conference calls, and video court. Enters inmate appointments and Huber (work release) inmate schedules. Checks in visitors and Huber inmates. Notifies inmates to report for family or professional visits. Queries criminal histories for new inmates to assist with completing the booking process. Sends teletypes and completes hit requests and confirmations. Notifies the Dispatch Center to cancel warrants. Queries the National Crime Information Center to confirm inmates are eligible for release. Mails court paperwork to other agencies. Collects Arrest Tracking Numbers (ATN) from the Livescan system and forwards them to the Clerk of Courts. Maintains lists for inmate programs such as Chapel, Alcohol Anonymous, and Narcotics Anonymous. Completes the process of releasing inmate property. Distributes mail for the Jail Division.
Processes bail bonds, warrants, and receipting inmate fund transactions. Performs records management duties (scanning, filing, maintaining, auditing) on booked and released files. Reviews and closes out released inmate files according to department policy and procedures.
Receives, updates, and processes inventory for the jail and inmates. Maintains a record of jail inventory by logging items taken out of stock, receiving deliveries, tagging and distributing items, and logging items received and tagged. Informs the Business Services Manager or Accounting Specialist when additional supplies are needed. Notifies Jail supervisors of missing or inaccurate records.
15% Uniforms Coordinator:
This position works closely with command staff to coordinate the Sheriff’s Office uniform issuance and replacement program. It ensures employees receive authorized uniforms and equipment in a timely manner while maintaining accountability for inventory, budgets, vendor relationships, and agency uniform standards. It assists managers and supervisors in providing uniforms to new employees. It schedules and attends semiannual uniform replacement sessions with current employees. It maintains inventory of uniforms, footwear, body armor, duty gear, insignia, badges, patches, and related equipment. It serves as the primary liaison with approved uniform vendors.
12% 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 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…