Administrative Support Specialist-Jail

Dodge County offers a generous benefits package including:

• Paid Time Off (PTO) – available for use after 30 days of employment
• 10 observed paid holidays
• Health, Dental, Vision Insurance
• Health Savings Account (HSA) – with employer contributions - HRA
• Life insurance, Long-term disability, Short-term disability and Flex spending
• Participation in the Wisconsin Retirement System (WRS) – an exceptional pension plan with employer match (upon vesting) and lifetime retirement payment.

ESSENTIAL FUNCTIONS 

1. Provides customer service to internal and external customers; greets, receives and screens visitors and customers; addresses and resolves customer questions as able and refers complex inquiries, requests, or complaints to appropriate staff.
2. Sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; retrieves, delivers, and sends faxes.
3. Composes routine correspondence; proofreads and edits documents.
4. Enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
5. Maintains electronic and paper filing and record systems to provide easy access to records and information; provides retention of records as required by Department and County policies.
6. Prepares, posts, distributes and tracks computerized agenda documents, information packets and public notices. Records minutes as needed.
7. Assists with scheduling training and reserves travel and overnight accommodations.
8. Assists with designing, creating, and editing written and electronic resource, events, or marketing materials etc.
9. Organizes and maintains resource information in a variety of formats – files, brochure racks, displays, website, computer database, printed directories, handouts, etc.
10. Maintains usage and inventory records; orders department specific supplies.
11. Receives, processes, posts, and distributes receipts, expenditures, encumbrances, cash, money orders, invoices/fees, etc. for assigned department.
12. Assists other department personnel during peak period of work or for absences.
13. Other duties as assigned.

Additional Duties when assigned to Sheriff’s Office

1. Schedules visits for inmates, assisting visitors with using the payment kiosk or processing money orders.
2. Inspects mail for items, contraband, and content.
3. Assists with releasing inmate property.
4. Prepares and compiles case files for distribution to the District Attorney’s office, Corporation Counsel Office and all other assisting agencies.
5. Prepares and validates reportable cases through the State of Wisconsin/FBI – WIBRS (Wisconsin Incident-Based Reporting System) guidelines.
6. Assists as a backup to duties of Public Safety Administrative Support Specialists and other Administrative Support Specialists when they are unavailable.

REQUIRED JOB COMPETENCIES

• 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 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.
• Work is generally in a moderately noisy office setting.   Sheriff’s Department assignment will occur in a secured jail facility.

Dodge County is an Equal Opportunity Employer.  Qualified applicants will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.    

If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you will find the contact information to request the appropriate accommodation by visiting the following page: Accessibility Accommodation for Applicants.