Administrative Assistant

LANGLADE COUNTY JOB DESCRIPTION

ADMINISTRATIVE ASSISTANT

Department:                      Sheriff’s Office

Reports to:                          Sheriff, Chief Deputy, and Office Manager

Grade/Wage:                    Grade 18, $18.00 to $23.00/hour

FLSA Status/Hours:          Non-Exempt, 35 Hours per week

Revised:                               3/21/2024

Summary:

Under the direction of the Office Manager, the Administrative Assistant provides a variety of support services to the department.  They shall perform such other tasks or duties as needed.

Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform each essential function satisfactorily and in a timely manner. The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required or assigned.

The ability to maintain the strictest confidentiality in accordance with Wisconsin State Statutes and Department policy. The ability to exercise independent judgment, work under pressure and meet deadlines. 

Scope of responsibilities regarding Administrative Assistant:

• Create and maintain confidential correspondence; assist in maintaining confidential personnel files; create and maintain complex reports, statistics, agendas, minutes, resolutions; acts as Deputy Records Custodian for the department; acts as Civil Process Clerk; acts as Financial Officer for Jail and Sheriff; maintains a high level of confidentiality in all aspects of job functions.
• Perform clerical and office procedures to assist deputies and other employees in their duties.
• Performs and is responsible for a wide variety of computer applications.  Assist other employees in learning new computer programs so they may perform their duties in the most timely and accurate manner.
• Assists in updating departmental policies and procedures.
• Update and maintain department work and time off schedules, maintain files in a neat and orderly fashion to easily access information.
• Assist in registering employees for training courses and/or seminars and making hotel reservations as needed.
• Assist in Title/Registration on all new vehicle purchases and sending information to the County Clerk for insurance purposes.
• Assist in updating fuel cards.
• Interacts regularly with the public, state and local municipal staff and other employees.
• Works with the county auditor in assuring that all financial duties are completed in accordance with county procedures.
• Assist the public, attorneys, etc. with questions regarding Civil Process, Open Records, Sheriff Sales and other general questions.
• Perform other miscellaneous duties as needed.

Scope of responsibilities regarding Civil Process Clerk:   

• Analyze and prepare Subpoenas, Summons & Complaints, etc., for deputies to serve when the designated dispatch personnel is absent from duty.
• Assist deputies with coordinating eviction and execution actions.
• Assist in Return of Service Affidavits for the court, invoice for process where applicable.
• Prepare and send monthly statements for open invoices.  Receipt payments when the designated dispatch personnel is absent from duty.
• Assist in scheduling Sheriff Sales and notarizes legal documents for Attorneys/Sheriff and file with the Clerk of Court.

Scope of responsibilities regarding Deputy Records Custodian: 

• Assist in responding to open records requests from the public, attorneys, district attorney, Department of Justice, Social Services, Health Care Center, private investigators etc. regarding incident reports, accident reports, photographs, criminal investigation reports, audio/video recordings, and in-house criminal history information for background checks.
• Assist in maintaining and disposing of records for the process division, patrol, communications division, detective division and jail division according to the county retention schedule.

Scope of responsibilities regarding Financial Officer: 

• Assist in preparing department vouchers and submit to the finance department for payment.
• Assist in preparing financial materials for public safety meetings.
• Assist in preparing and maintaining records of receipts and deposits.
• Assist in updating payroll records.
• Assist in updating and maintaining uniform allowance balances, taxable/non-taxable uniforms and meals, sales tax, and inmate medical expense accounts. 
• Assist in billing for housing logs. 
• Assist in collections.
• Assist in balancing jail inmate account bank statement.
• Maintain the inmate banking system for jail inmate accounts.
• Maintain inmate commissary program, including reallocating revenue to deposit with the County Treasurer.
• Assist in grant applications, administer funding and monitor expenses.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience;

• High School Degree or GED.
• Associates Degree in Administration, Accounting, Business or related field is preferred. 
• Minimum one-year work experience in an office environment.

Knowledge, Skills and Abilities:

• Requires excellent verbal and written communication skills.
• Requires the ability to evaluate data and statistics and translate into a format which meets the needs and requirements of management.
• Sound decision-making ability based on training and experience.
• Knowledge of office procedures, policies, terminology and equipment.
• Proficient knowledge of word processing and spreadsheet software, and network applications.
• Ability to research, analyze and compile report data clearly.
• Ability to initiate and complete projects and programs.

Technological Skills:

Working knowledge of Windows and Microsoft Office Suite.   

Physical Demands:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to talk or listen.
• The employee frequently is required to stand, walk and sit. 
• The employee must occasionally lift and/or move up to 50 pounds.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Normal office working environment with little or no discomfort from temperature, dust, noise, wetness or the like. 
• The noise level in the work environment will range from quiet to moderately loud. 

Langlade County is an Equal Opportunity Provider/Employer. In compliance with the American Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.