JOB TYPE: Full Time

REPORTS TO:  Police Lieutenant 

SALARY: $22.84-$30.00

 JOB OBJECTIVE

The Police Department Administrative Assistant is responsible for providing administrative, clerical, records management, financial, and customer service support to the Prescott Police Department. This position supports the daily operations of the department and serves as a primary point of contact for the public, other City departments, law enforcement agencies, attorneys, and the municipal court.

The position requires a high level of professionalism, confidentiality, organization, and attention to detail. The Administrative Assistant must be able to work independently, establish priorities, manage multiple responsibilities, and maintain positive working relationships with department personnel and the public.

 LICENSING/CERTIFICATION 

Required: Must complete pre-employment testing and background investigation; valid driver’s license required. 

ESSENTIAL JOB FUNCTIONS

 Office Administration and Clerical Support

• Maintain the daily business office operations and provide administrative and clerical support to the Chief of Police, Lieutenant, Sergeant, and Police Officers as requested.
• Answer incoming telephone calls and communicate professionally and effectively with individuals over the telephone and in person.
• Screen telephone calls and visitors to determine the type of information or assistance needed. Respond to questions regarding police reports, department activities, investigations, and other matters when appropriate and authorized.
• Prepare, type, proofread, and distribute business letters, reports, notices, memorandums, and other departmental correspondence.
• Provide confidential transcription of police reports, letters, statements, and other correspondence as assigned.
• Receive, sort, and distribute incoming mail and prepare outgoing correspondence.
• Maintain departmental files, records, calendars, schedules, and office supplies.
• Assist with scheduling meetings, training, appointments, and departmental activities.
• Maintain accurate records of incoming and outgoing legal papers and correspondence.
• Assist with departmental communications and coordinate information between Police Department personnel, City Hall, outside agencies, and the public.
• Assist with special projects and perform other duties as assigned by the Chief of Police or Lieutenant.

Police Records Management

• Serve as the custodian of departmental records as designated by the Chief of Police or Lieutenant.
• Maintain, organize, enter, update, and retrieve police reports, citations, accident reports, and other law enforcement records.
• Process requests for police records in accordance with Wisconsin public records laws, departmental policies, and applicable confidentiality requirements.
• Prepare and distribute authorized copies of offense reports, accident reports, photographs, and other records to insurance companies, attorneys, agencies, and requesting parties.
• Prepare invoices, collect and receipt payments, and maintain records of fees associated with police reports and other departmental services.
• Log traffic accidents into permanent departmental records, establish and maintain accident files, and submit or mail accident reports to the Wisconsin Department of Transportation as required.
• Maintain records of all incoming and outgoing legal documents, ensuring accurate documentation and proper filing.
• Assist with records retention, storage, and destruction in accordance with applicable laws and approved retention schedules.
• Maintain confidentiality and ensure the proper handling and release of sensitive law enforcement information.
• Assist with investigations as requested, including administrative support, document preparation, records research, and other authorized duties.

Court and Legal Coordination

• Coordinate and prepare information, reports, and documentation requested by the City Attorney for upcoming pretrials, trials, and other legal proceedings.
• Communicate and coordinate with Police Officers, the municipal court, City Attorney, and other agencies regarding court schedules, case documentation, and required information.
• Prepare and distribute necessary reports, evidence documentation, correspondence, and other materials for court proceedings as directed.
• Receive and review civil process documents 
• Record and track civil process documents for future reference and documentation of service.
• Prepare certificates of service and other required documentation following completion of civil process service.
• Prepare billing, maintain accounts, and process payments related to civil process services.
• Maintain accurate and confidential records related to legal proceedings and court matters.

Financial and Departmental Operations

• Process and track departmental invoices, purchase orders, receipts, and expenditures.
• Coordinate purchases of necessary departmental equipment, office supplies, forms, and other items as authorized.
• Maintain inventory records for citations, departmental forms, office supplies, and other assigned materials.
• Coordinate with the City Treasurer's Office regarding invoices, payments, deposits, accounts payable, payroll-related information, and other financial matters.
• Maintain records related to departmental training, certifications, equipment, and professional development.
• Identify and communicate concerns involving payroll, accounts payable, purchasing, or financial records to the appropriate supervisor.

Public Relations and Customer Service

• Serve as a professional and courteous point of contact for residents, businesses, visitors, and outside agencies.
• Respond to general inquiries regarding departmental services, procedures, records requests, and available resources.
• Assist citizens with obtaining reports, forms, permits, and other departmental information.
• Handle difficult or sensitive situations with professionalism, patience, discretion, and sound judgment.
• Direct complaints, concerns, and requests for law enforcement assistance to appropriate department personnel.
• Maintain positive working relationships with City employees, department heads, law enforcement agencies, contractors, and the general public.
• Assist with community outreach programs, public safety events, and departmental initiatives as assigned

KNOWLEDGE, SKILLS, AND ABILITIES

• Advanced ability to operate a personal computer and utilize various office software programs, including Microsoft Word, Excel, Outlook, and departmental records management systems.
• Ability to establish priorities, work independently, and accomplish assigned objectives with minimal supervision.
• Ability to identify, handle, and resolve recurring administrative and operational problems.
• Ability to communicate effectively, both verbally and in writing, with employees, supervisors, citizens, contractors, attorneys, and outside agencies.
• Ability to maintain pleasant, cooperative, and service-oriented working relationships with department heads, employees, and citizens.
• Strong organizational skills with the ability to manage multiple tasks, deadlines, and competing priorities.
• Ability to maintain accurate records and prepare clear, professional correspondence.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Strong attention to detail and accuracy in data entry, financial processing, and records management.
• Ability to exercise sound judgment and recognize situations requiring supervisory direction.
• Ability to learn and effectively utilize specialized law enforcement computer systems and procedures.
• Ability to remain calm, courteous, and professional when dealing with difficult situations or individuals.
• Ability to follow established City policies, departmental procedures, and applicable laws.
• Must be able to obtain and maintain any required system access, training, and certifications applicable to assigned duties.
• Must demonstrate a high level of integrity, dependability, confidentiality, and professional judgment.

General

• Must be willing to work occasional overtime when requested and approved by the supervisor.
• Must maintain confidentiality regarding criminal investigations, personnel matters, and sensitive departmental information.
• Must comply with all applicable City policies and departmental procedures.

Minimum Requirements 

• High school diploma or equivalent required.
• Additional education or training in office administration, business administration, criminal justice, or a related field preferred.
• Two years of administrative, clerical, or office experience preferred.
• Previous experience in law enforcement, municipal government, or a public service environment preferred.
• An equivalent combination of education, training, and experience may be considered.

WORKING CONDITIONS

PHYSICAL REQUIREMENTS