Administrative Assistant II - Police Dept.

City of Wausau•Wausau, WI

1d•Onsite

About The Position

The Administrative Assistant II serves as a key administrative support professional within the Police Department, providing customer service, records management, public information, financial processing, and administrative support services. This position serves as a primary point of contact for citizens and employees, maintains sensitive law enforcement records, ensures compliance with reporting and records retention requirements, and supports the efficient operation of departmental programs and services. The Administrative Assistant II also collaborates with other administrative staff to provide backup support and ensure continuity of operations. Success in this role requires exceptional customer service skills, attention to detail, sound judgment, confidentiality, and the ability to manage multiple priorities in a fast-paced public safety environment.

Requirements

High school diploma or equivalent.
One or more years of administrative support, clerical, or records management experience including cash handling & positive customer service experience.
Proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint, and the ability to learn and effectively utilize department-specific software systems and databases.
Knowledge of modern office practices, customer service principles, records management practices, and administrative support functions.
Ability to maintain confidentiality and appropriately handle sensitive law enforcement, personnel, and citizen information.
Strong customer service and interpersonal skills, including the ability to interact professionally, courteously, and effectively with citizens, employees, law enforcement personnel, and representatives from other agencies.
Ability to communicate clearly and effectively, both verbally and in writing, and prepare accurate correspondence, reports, and documentation.
Strong attention to detail and commitment to accuracy when processing records, reports, financial transactions, legal documents, and other departmental information.
Ability to review, interpret, and apply policies, procedures, laws, regulations, and departmental guidelines to specific situations.
Strong organizational and time management skills with the ability to prioritize work, manage multiple assignments, meet deadlines, and adapt to changing priorities in a fast-paced environment.
Ability to exercise sound judgment, discretion, and professionalism when responding to inquiries, resolving issues, and making decisions within established guidelines.
Ability to analyze information, identify discrepancies, and take appropriate action to ensure accurate recordkeeping and compliance with reporting requirements.
Ability to establish and maintain effective working relationships with coworkers, department personnel, outside agencies, and members of the public.
Ability to work independently with minimal supervision while also contributing as a collaborative member of the administrative support team.
Ability to perform basic mathematical calculations and accurately process financial transactions, receipts, invoices, and related records.

Nice To Haves

Associate’s degree in Administrative Professional, Office Administration, or directly related field.
Experience handling confidential or sensitive information.
Experience processing records, reports, financial transactions, or public records requests.
Experience providing customer service in a fast-paced environment requiring sound judgment and attention to detail.

Responsibilities

Serves as a primary point of contact for citizens, visitors, and employees; responds to inquiries, provides information, resolves concerns, and directs individuals to appropriate resources, agencies, or department personnel.
Processes, reviews, maintains, and distributes police reports, citations, accident reports, and other law enforcement records while ensuring accuracy, completeness, and compliance with departmental procedures and legal requirements.
Utilizes and maintains proficiency in law enforcement databases, records systems, and information networks to enter, retrieve, verify, update, and distribute information in accordance with established policies and regulations.
Reviews, compiles, and submits records and statistical information to local, state, and federal agencies; identifies discrepancies, corrects errors, and ensures compliance with reporting requirements.
Receives, reviews, and processes public records requests; prepares records for release; performs required redactions; and ensures compliance with applicable public records laws, privacy requirements, and departmental policies.
Maintains, organizes, and documents digital media, photographs, videos, recordings, and related records in accordance with department procedures and evidentiary requirements.
Prepares, processes, and distributes documentation related to juvenile referrals, arrests, citations, court proceedings, and other enforcement activities in accordance with established procedures and legal requirements.
Processes accounts payable, accounts receivable, cash receipts, and related financial transactions; maintains accurate records and assists with administrative reporting and documentation.
Provides administrative support to department personnel, including preparing correspondence, maintaining records, taking meeting minutes, updating departmental communications, maintaining training records, and assisting with special projects and reports.
Provides backup support to other administrative staff, participates in training and professional development opportunities, and performs related duties necessary to support departmental operations.