Administrative Assistant III – Sheriffs Admin

Chippewa County•Wi 54729, WI

2d•Onsite

About The Position

The Administrative Assistant III provides administrative support functions with some clerical duties under the supervision of the Office Manager – Sheriff. This role is responsible for providing responsive, courteous, and efficient service to County residents and the general public. The job description is intended to incorporate any county ordinances created for the position and may include other duties as assigned. The position involves handling various administrative tasks related to law enforcement operations, including transcription, citation processing, warrant management, and public interaction.

Requirements

Associate Degree in Business, Criminal Justice, Public Administration, or closely related field, and a minimum of two (2) years recent related administrative or customer service work experience in a law enforcement, public safety, or government agency setting required.
OR High school diploma or equivalent and six (6) years related administrative or customer service work experience in a law enforcement, public safety, or government agency setting required.
A valid driver’s license required.
Advanced Time System Certification maintained for warrant process.

Responsibilities

Establish and maintain an effective working relationship with the staff and members of the public under stressful and potentially dangerous circumstances.
Transcribe reports from a dictation module into the records management system for the entire Sheriff’s Office, prioritizing urgent reports.
Download and attach interviews to cases from the dictation module.
Review, validate, and transmit traffic, non-traffic, and DNR citations within the TRACs software daily.
Print all citations and file them by court date for Tuesday traffic court.
Print DNR citations and manually enter into RMS.
Forward all criminal citations to Administrative Assistant III – Civil Process for inclusion with reports sent to the DA’s Office.
Work with deputies to correct errors, void incorrect citations, reissue citations, notify defendants of changes, and ensure timely processing to avoid missing court dates.
Represent the Sheriff’s Office during Tuesday traffic court, assisting defendants with meeting the DA’s Office and escorting them to the Clerk of Courts Office.
Handle the entire process up to and including the submission of pretrial paperwork (citations, reports, pictures, etc.) to the District Attorney’s Office.
Receive, log, and verify warrant paperwork for accuracy.
Run and print driver’s licenses.
Create warrants in the records management system (RMS) and send entries through RMS to Dispatch for entry into the TIME system.
Create warrant jackets and maintain Advanced Time System Certification.
Monitor inventory and assemble packets for Field Services, such as domestic abuse and emergency detention packets.
Manage the warrant process for individuals held in other jails, including cancelling detainers, modifying detainer dates and locations, sending administrative messages to other jails, and working closely with jail staff to maintain accurate records of individuals' whereabouts and expiration dates.
Verify all quashed warrants have the proper paperwork in the jacket file, ensure jackets are filled out correctly, and scan to the Quashed warrant folder to attach to the warrant and cancel in the Records Management System.
Handle all aspects of open record requests for inquiring agencies/public.
Handle all aspects of body camera record requests.
Handle foster parent background checks.
Perform general clerical duties such as answering phone calls, filing, indexing, making photocopies, scanning documents into RMS, faxing/emailing correspondence, distributing mail/packages, UPS mail preparation, and partitioning closed RMS cases.
Serve as the main backup for all duties of the Administrative Assistant III – Civil Process.
Perform receptionist duties, meeting and dealing with the public.
Assist visitors at the front window as needed.