Job Summary

The Dunn County Sheriff's Office is recruiting for an Administrative Specialist to join their team. This position is responsible for updating and maintaining computer and paper files and other records, and dictating officer reports. The Administrative Specialist will provide secretarial and clerical support to the Sheriff's Office. This position will provide legal and confidential support to the Sheriff’s Office while maintaining case files according to State Statute, Marsy’s Law, and the Sheriff’s Office Policy and Procedures.

Primary Responsibilities

The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully to be qualified for the position. Other duties may be required and assigned.

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  Reviews Initial Complaint Reports for accuracy and corrects reports if necessary.
• Processes open record requests in compliance with policy; recommend revisions to policy as defined by state statute.
• Reviews paper documents and enters supplemental information, reportable accident information, citation and arrest information, and disposition information into the computerized National Incident Based Reporting System (NIBRS); corrects computerized data if necessary.
• Types officer reports from recorded dictation; routes reports as appropriate.
• Verifies stolen property validation reports.
• Answers telephones and greets visitors, providing information and assistance, taking messages, and directing calls as required.
• Trains Sheriff Office employees on using NIBRS; update employees when changes occur in software development, paperwork reporting requirements, etc.
• Completes monthly NIBRS reports and files reports with the Wisconsin Department of Justice; works closely with Department of Justice in correcting reports in a timely manner.
• Complete monthly management reports and grant funded reports, yearly statistical reports, and additional reports as requested.
• Types letters and other correspondence as required.
• Delivers documents to the Government Center and Judicial Center in a timely manner.
• Maintains various computer system backups.
• Files records and documents.
• Performs other related duties as assigned.
• Maintains computer records of trainings for Deputies
• Processing civil papers such as, Temporary Restraining Orders, Family Court papers, Subpoenas
• Completes Background Check for outside agencies upon request
• Processing civil papers such as, Temporary Restraining Orders, Family Court papers, Subpoenas
• Completes Background Check for outside agencies upon request
• Reviewing/approving/denying requests made to the department for release of department reports; coordinating the typing of police reports; maintaining a multi-agency database system
• Verify NCIC/CIB entries of stolen items and missing people
• Maintain records according to Wisconsin state statue requirements
• Maintain E-Time certification biannually
• Complete/Maintain Notary certification every five years
• Reviews cases to be sent for discovery to be sent to other agencies, law offices, and public
• Attends various staff training sessions and meetings
• Processes incoming and outgoing mail, routes mail to appropriate parties

Minimum Qualifications

EDUCATION AND/OR EXPERIENCE REQUIREMENTS

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  Associate’s Degree in Business Management, Executive Assistant, or other related field.
• Requires a minimum of six (6) months previous secretarial and clerical experience.
• In evaluating candidates for this position, Dunn County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

LICENSES, CERTIFICATIONS, AND OTHER REQUIREMENTS

• Valid driver’s license or the ability to travel between work locations.
• Prior to hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES QUALIFICATIONS
In order to perform the duties of the Administrative Specialist position (listed above) the following knowledge, skills, and abilities are essential for Administrative Specialist to possess.

• Demonstrated skills in word processing, spreadsheet, and data entry; ability to maintain office automation systems.
• Ability to classify, compute and tabulate data and information, following a prescribed plan requiring the exercise of some judgement. Ability to compare, count, differentiate, measure and sort information. Ability to assemble, copy, record and transcribe data and information.
• Ability to explain, demonstrate and clarify to others within well-established policies, procedures and standards, as well as the ability to follow specific instructions and respond to simple requests.
• Ability to utilize descriptive data and information, such as legal documents, telephone messages, recorded dictation, policy and procedure manuals, computer software manuals, etc.
• Ability to establish and maintain effective and professional working relationships.
• Ability to follow Dunn County policies and procedures including those pertaining to confidentiality.
• Ability to prioritize and organize job assignments.
• Ability to manage time effectively, manage multiple projects, and complete work within established deadlines.
• Ability to work the allocated hours of the position.

MINIMUM LANGUAGE SKILLS QUALIFICATIONS
In order to perform the duties of the Administrative Specialist position (listed above) the following language skills are essential for the Administrative Specialist to possess.

• Ability to communicate clearly and effectively with other staff members, supervisors, and the general public in written and verbal form.
• English skills (oral, written and comprehension) sufficient to effectively communicate with all internal and external customers.

MINIMUM REASONING ABILITY QUALIFICATIONS
In order to perform the duties of the Administrative Specialist position (listed above) the following reasoning abilities are essential for the Administrative Specialist to possess.

• Ability to understand and effectively carry out verbal and written instructions.
• Must have ability to work accurately with attention to detail.
• Ability to prepare and maintain accurate and concise records and reports.

MINIMUM MATHEMATICAL ABILITY QUALIFICATIONS
In order to perform the duties of the Administrative Specialist position (listed above) the following mathematical skills are essential for the Administrative Specialist to possess.

• Ability to make arithmetic computations using whole numbers, fractions and decimals.
• Ability to compute rates, ratios and percentages.

Physical and Work Environment

The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor or Human Resources.

PHYSICAL REQUIREMENTS

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  Physical effort will typically require regular, but not continuous, exertion of objects weighing up to 50 pounds.
• Continuous speaking, hearing and using hands dexterously; work frequently requires sitting; and work occasionally requires standing, walking and reaching with hands and arms.
• Work has standard vision requirements.
• The physical and environmental hazards and risks associated with the job can be characterized as minimal.

WORK ENVIRONMENT

• Work is generally in a moderately noisy location (e.g. business office, moderate traffic).

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change.