Administrative Assistant - Police Department

City of Prescott•Prescott, WI

1d•Onsite

About The Position

The Police Department Administrative Assistant provides administrative, clerical, records management, financial, and customer service support to the Prescott Police Department. The position supports daily departmental operations and serves as a primary contact for the public, City departments, law enforcement agencies, attorneys, and the municipal court. It requires professionalism, confidentiality, organization, attention to detail, independent work, prioritization, and the ability to manage multiple responsibilities while maintaining positive working relationships. The role maintains office operations; prepares correspondence and records; handles calls and visitors; manages police reports and other law enforcement records; processes public records requests; coordinates court and legal documentation; tracks invoices, purchases, payments, and departmental inventory; and assists with public inquiries and community outreach. Work is primarily in an office within the Police Department, with frequent interaction with department personnel, City employees, outside agencies, and the public. Occasional overtime may be requested and must be approved by the supervisor.

Requirements

High school diploma or equivalent.
Valid driver's license.
Must complete pre-employment testing and a background investigation.
Ability to operate a personal computer and office software, including Microsoft Word, Excel, Outlook, and departmental records management systems.
Ability to establish priorities, work independently with minimal supervision, and manage multiple tasks, deadlines, and competing priorities.
Ability to communicate effectively verbally and in writing with employees, supervisors, citizens, contractors, attorneys, and outside agencies.
Ability to maintain accurate records and prepare clear, professional correspondence.
Ability to handle confidential and sensitive information with discretion and professionalism.
Strong attention to detail and accuracy in data entry, financial processing, and records management.
Ability to exercise sound judgment, identify recurring administrative and operational problems, and recognize when supervisory direction is needed.
Ability to learn and use specialized law enforcement computer systems and procedures.
Ability to remain calm, courteous, and professional when dealing with difficult situations or individuals.
Ability to follow City policies, departmental procedures, and applicable laws.
Must obtain and maintain any system access, training, and certifications required for assigned duties.
Must demonstrate integrity, dependability, confidentiality, and professional judgment.
Must be willing to work occasional overtime when requested and approved by the supervisor.
Must maintain confidentiality regarding criminal investigations, personnel matters, and sensitive departmental information.

Nice To Haves

Additional education or training in office administration, business administration, criminal justice, or a related field.
Two years of administrative, clerical, or office experience.
Previous experience in law enforcement, municipal government, or a public service environment.

Responsibilities

Maintain daily business office operations and provide administrative and clerical support to department leadership and officers.
Answer and screen calls and visitors, respond to authorized inquiries, and direct requests to appropriate personnel.
Prepare, proofread, distribute, and confidentially transcribe departmental correspondence, reports, and other documents.
Receive and distribute mail; maintain files, records, calendars, schedules, supplies, and legal correspondence.
Coordinate meetings, training, appointments, departmental activities, and communications among department personnel, City Hall, outside agencies, and the public.
Serve as custodian of departmental records as designated and maintain, enter, update, organize, and retrieve police reports, citations, accident reports, and other records.
Process police records requests under Wisconsin public records laws, department policies, and confidentiality requirements; provide authorized copies and maintain associated fees and payments.
Log traffic accidents, maintain accident files, and submit or mail accident reports to the Wisconsin Department of Transportation as required.
Assist with records retention, storage, and destruction under applicable laws and retention schedules.
Provide authorized administrative support to investigations, including document preparation and records research.
Coordinate and prepare information and documentation for pretrials, trials, and other legal proceedings with the City Attorney, Police Officers, municipal court, and other agencies.
Receive, review, record, and track civil process documents; prepare certificates of service and related documentation; and process associated billing and payments.
Process and track invoices, purchase orders, receipts, expenditures, purchases, and departmental inventory.
Coordinate with the City Treasurer's Office on invoices, payments, deposits, accounts payable, payroll-related information, and other financial matters.
Maintain records related to departmental training, certifications, equipment, and professional development, and report financial-record concerns to the appropriate supervisor.
Provide courteous customer service, assist citizens in obtaining reports, forms, permits, and other information, and handle difficult or sensitive situations professionally.
Assist with community outreach programs, public safety events, departmental initiatives, special projects, and other duties as assigned.