Administrative Support Specialist-Jail

Dodge County • Juneau, WI

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About The Position

Dodge County is seeking a full-time, non-exempt Administrative Support Specialist assigned to the Sheriff's Office. The position provides customer service and administrative support, maintains records and office information systems, processes correspondence and financial documents, and assists department personnel. Sheriff’s Office duties include coordinating inmate visits, inspecting mail, assisting with inmate property releases, preparing case files, and validating reportable cases under Wisconsin/FBI WIBRS guidelines. The position may also provide backup support to Public Safety Administrative Support Specialists and other Administrative Support Specialists. The work schedule is Monday through Friday, 12:30 p.m. to 8:30 p.m. The position is based in a moderately noisy office setting; a Sheriff’s Department assignment takes place in a secured jail facility. The position requires the ability to testify in court as a credible and trustworthy witness.

Requirements

• Ability to establish and maintain accurate records of assigned activities and operations.
• Ability to interpret and implement local policies and procedures, written instructions, correspondence, and Federal, State, and local regulations.
• Organizational and time-management skills to prioritize a high volume of work while adapting to changing priorities.
• Ability to perform detailed work accurately and independently, meet stringent time limits, and work with minimal direction and supervision.
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• Knowledge of current office practices and procedures and the operation of standard office equipment and software.
• Computer skills, including word-processing, spreadsheet, and database applications appropriate to the position.
• Ability to perform required mathematical calculations.
• Ability to communicate clearly, concisely, and effectively in English, both verbally and in writing.
• Skill in researching and understanding complex written materials.
• Ability to prepare and maintain accurate and concise records and reports.
• Sound judgment and discretion in performing duties, resolving problems, and interpreting policies and regulations.
• Ability to communicate detailed and sensitive information effectively and concisely, orally and in writing.
• Ability to handle sensitive interpersonal situations calmly and tactfully and maintain professionalism.
• Ability to maintain effective working relationships with people inside and outside the organization.
• Ability to maintain confidentiality and discretion regarding business-related files, reports, and conversations, subject to open-records laws and applicable State and Federal statutes and regulations.
• Ability to testify in court as a credible and trustworthy witness.
• Ability to perform the physical demands described, including occasional exertion of up to 25 pounds of force.

Responsibilities

• Provide customer service to internal and external customers; greet, receive, and screen visitors and customers; resolve questions as able and refer complex matters to appropriate staff.
• Sort, copy, distribute, open, log, and route correspondence, deliveries, and mail; retrieve, deliver, and send faxes.
• Compose routine correspondence and proofread and edit documents.
• Enter, scan, update, and maintain information in spreadsheets, databases, and reports.
• Maintain electronic and paper filing and record systems, including records retention as required by Department and County policies.
• Prepare, post, distribute, and track computerized agenda documents, information packets, and public notices; record minutes as needed.
• Assist with scheduling training and reserving travel and overnight accommodations.
• Assist with designing, creating, and editing written and electronic resource, event, or marketing materials.
• Organize and maintain resource information in files, brochure racks, displays, websites, databases, directories, and handouts.
• Maintain usage and inventory records and order department-specific supplies.
• Receive, process, post, and distribute receipts, expenditures, encumbrances, cash, money orders, invoices, and fees for the assigned department.
• Assist other department personnel during peak workloads or absences and perform other duties as assigned.
• Schedule inmate visits and assist visitors with the payment kiosk or money-order processing.
• Inspect inmate mail for items, contraband, and content.
• Assist with releasing inmate property.
• Prepare and compile case files for distribution to the District Attorney's Office, Corporation Counsel Office, and other assisting agencies.
• Prepare and validate reportable cases under State of Wisconsin/FBI WIBRS guidelines.
• Back up Public Safety Administrative Support Specialists and other Administrative Support Specialists when they are unavailable.
• Work allocated hours and respond after hours as needed.

Benefits

• Paid time off, available after 30 days of employment
• 10 observed paid holidays
• Health insurance
• Dental insurance
• Vision insurance
• Health Savings Account with employer contributions
• Health Reimbursement Arrangement
• Life insurance
• Long-term disability insurance
• Short-term disability insurance
• Flexible spending
• Wisconsin Retirement System participation, including an employer match upon vesting and lifetime retirement payment

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed