Administrative Assistant II

JOB This position will provide advanced and semi-routine administrative duties which involve dealing directly with employees and citizens and will work at the Police and Fire Departments at the Public Safety Building as a shared employee.
The regular schedule for this position is Monday through Friday, 8:00 a.
m.
to 4:30 p.
m.
with a 30-minute unpaid meal break.
EXAMPLE OF DUTIES Some of these duties may be specific to one or another within the department.
Each will also act as back-up and support to other Administrative Assistants in the departments.
Process various reports to include Records Management System (RMS) reports.
Verify officers’ accuracy on entry, update moderately complex data, and transmit information.
Distributes reports to the District Attorney, Social Services, Probation/Parole, Probate, and SIU departments.
Process Daily Traffic Reporting Accident Citation System (TraCS) reports.
Including citations, warnings, and accident reports.
Image data, transmit, archive, post to Municipal Court, and distribute.
Data entry into moderately complex records and traffic systems.
Receptionist and customer service/customer conflict resolution contact.
Determines whether citizens calling/stopping in need to see an Officer, or if their problem is civil in nature.
If it is in fact a civil matter, direct them to the proper agency.
Works closely with Marathon County Dispatch to coordinate Officer's timely response to the Police Department for customer complaints.
Transaction Information for Management of Enforcement (TIME) System.
Maintains certification and accesses the statewide TIME system by running queries and interpreting the responses.
WIBRS – Responsible for reviewing and interpreting report information to verify correct offenses have been applied by officers.
Correct errors, compile reports, and submits to appropriate agencies.
Maintains the department’s case photos, squad videos, and interviews.
Verifies the right classification and documents the media to police reports.
Independently prepares various department reports from complied information such as EMS state reports, Fire Prevention program reports, and the National Fire Incident Reporting System reports.
Organizes and maintains files and records, both paper and electronic, to include supervisor files, fire prevention files, and other department files.
Processes juvenile violations, includes inputting data into automated law enforcement system, preparing and sending parent notification letters and submitting to juvenile court for prosecution.
Prepares juvenile referral forms.
Compiles and distributes paperwork for OWI arrests according to Department of Transportation regulations.
Receives, deciphers, and responds to Open Record Requests.
Redacts reports in compliance with Open Records Laws and DPPA guidelines.
Prepares body cameras and squad videos for Open Record Requests.
Responsible for receiving cash from customers and balancing the money drawer.
Process accounts payable invoices and accounts receivable invoices for customers.
Process Parking Ticket Disputes.
Prepare disputes for review, update tickets, & processes notification letters.
Maintain department training records and the department’s website.
Maintains Fire department software, hardware, and applications.
Provides support and training to department personnel on the same.
Maintains office supplies and materials for all fire stations including chairs, desks, and filing cabinets.
Types a variety of documents such as memos, policies, forms, correspondence, reports, meeting agendas, minutes, and personnel records.
Drafts documents for signature of appropriate supervisor.
Collects and compiles items for monthly newsletter and annual report.
Performs other duties as assigned.
SUPPLEMENTAL INFORMATION IMPORTANT! All applications must completely filled out and have a Resume attached in the "Attachments" section of the application.
Applications that are not complete and do not have the required attachment will not be considered.
When completing References section, include 3 professional references with current and valid email addresses.
References will not be contacted unless a conditional offer of employment is extended and accepted.
SPECIAL ACCOMMODATIONS: The City of Wausau will make arrangements to furnish appropriate auxiliary aids and services where necessary and reasonable to afford an individual with a disability the opportunity to participate in the recruitment process.
Please notify the Human Resources Department or phone (715) 261-6630 to request special accommodations prior to the application deadline.
NOTICE TO APPLICANTS: Wisconsin Statutes, Sections 19.
36 (7), 64.
09 (5), and 64.
11 (7) require public employers to treat the following items as a public record: Each applicant’s application, records, recommendations and qualifications except as provided in Section 19.
36 (7), Wis.
Stats.
that allows the identity of an applicant to remain confidential if the applicant requests in writing that the City not provide access to this information.
If you choose not to have this information become a public record, you must make such a request in writing to the Human Resources Department.
If you become a finalist for the position, your identity may be disclosed as required by law.
ADDITIONAL NOTICES: https://www.
dol.
gov/agencies/ofccp/posters https://www.
dol.
gov/agencies/whd/posters/fmlahttps://www.
dol.
gov/agencies/whd/posters/employee-polygraph-protection-act The City of Wausau is an Equal Opportunity Employer.