Office Assistant III

Ozaukee County•Washington, DC

4d•$23 - $29•Onsite

About The Position

The Office Assistant III provides administrative and records-management support for the Sheriff’s Office. The position maintains and processes digital and analog records, handles telephone and visitor reception, performs data entry, reviews and transmits forms and reports, and performs other supportive records-management duties. Work is performed in the office at 1201 S. Spring Street, Port Washington, Wisconsin, Monday through Friday, 8:30 a.m. to 5:00 p.m. The role supports Sheriff’s Office reception and jail administration, including answering and routing calls, greeting visitors, scheduling jail visits and other appointments, processing inmate-related records and transactions, and maintaining jail inventory. It coordinates uniform issuance and replacement, supports civil process, reviews and disseminates records and citations, and processes accident crash reports. Additional duties include coordinating subpoenas and deputy court appearances and creating and monitoring content for the Sheriff’s Office Facebook page. The position exercises no supervision.

Requirements

High school degree.
Two to three years of previous experience and/or training involving routine data entry and the ability to maintain accurate records, or an equivalent combination of education, training, and experience.
TIME System Certification.
Excellent verbal communication skills and the ability to represent the department.
Ability to multitask and establish priorities.
Time-management skills.
Knowledge of office procedures and ability to use office equipment.
Basic math skills.
Data-entry and transcription skills at a reasonable speed.
Record-keeping and filing skills.

Responsibilities

Answer and route non-emergency Sheriff’s Office and Jail Division calls; greet visitors, provide directions, notify staff of messages and arrivals, distribute materials and mail, receive packages, and assist walk-ins with reports.
Receive funds for child support payments, jail fees, civil process, records requests, and donations.
Schedule jail visitation, out-of-county pickups, hearings, conference calls, and video court; enter inmate appointments and Huber schedules; check in visitors and Huber inmates; and notify inmates of visits.
Query criminal histories and the National Crime Information Center, send teletypes, complete hit requests and confirmations, and notify Dispatch to cancel warrants as part of inmate booking and release support.
Mail court paperwork, forward Livescan Arrest Tracking Numbers to the Clerk of Courts, maintain inmate-program lists, release inmate property, distribute jail mail, process bail bonds and warrants, and receipt inmate fund transactions.
Scan, file, maintain, audit, review, and close out booked and released inmate files according to department policy and procedures.
Receive, update, and process jail and inmate inventory; log stock movements and deliveries, tag and distribute items, report supply needs, and notify supervisors of missing or inaccurate records.
Coordinate Sheriff’s Office uniform issuance and replacement with command staff; assist with uniforms for new employees, schedule and attend semiannual replacement sessions, maintain inventory and accountability, coordinate fittings, and serve as liaison with approved vendors.
Receive civil process paperwork and prepayments; verify service requirements; enter data and bill service attempts; file and mail service paperwork; prepare time-sensitive restraining order and return paperwork; answer public questions; coordinate service with the Civil Process Deputy; prepare certificates of service; and maintain the Sheriff Sales webpage and Civil Process Outlook folder.
Review case records and reports for accuracy, proofread reports before Patrol Lieutenant approval, scan and attach materials to RMS entries, disseminate reports and attachments to relevant agencies, and electronically file cases with the District Attorney’s Office.
Monitor and respond to District Attorney’s Office requests for additional records or digital media; merge duplicate RMS names; scan, convert, enter, verify, correct, and consolidate RMS data; maintain analog media retention, retrieval, and destruction; and update arrest entries and judgments of conviction.
Review citations for accurate data, transmit citations through TraCS, verify receipt by the Clerk of Courts, District Attorney’s Office, and ProPhoenix, resolve citation issues, correct interface mismatches, prepare and file correction letters and dismissal notices, prepare citation case files, and receive 15-Day Correction Notices.
Review, edit, and transmit Accident Crash Reports in TraCS; communicate with report writers about issues and edits; redact juvenile information and attach it to RMS; fulfill crash report requests; make reports available at the front desk as required by state law; and send government-property-damage reports to the Ozaukee Highway Department.
Receive subpoenas for officer appearances, enter deputy appearances in the District Attorney Court Appearance Calendar in Outlook, notify deputies of subpoenas and cancellations, and request adjournments or rescheduling when needed.
Create videos, graphics, photos, events, and text posts for the official Facebook page and monitor messages and comments.