Office Assistant 3

Job Summary
The Office Assistant III provides administrative support for the Records Management Unit, maintains and processes digital and analog records, handles departmental telephone and visitor reception, performs data entry, reviews and transmits forms and reports, and performs other supportive records management duties for the Sheriff’s Office.

Hours: Monday - Friday, 8:30am-5:00pm, in-office at 1201 S. Spring Street, Port Washington, WI 53074

Essential Functions and Responsibilities

20% Sheriff’s Office Reception:
Answers and assists incoming non-emergency telephone callers or routes calls to appropriate parties. Greets visitors, provides instructions and directions to the public, announces the arrival of guests, receives and distributes various department papers, forms, and materials to visitors. Notifies staff members of calls, voicemails, Computer Aided Dispatch messages, in person, or by text. Assists walk-ins with reports by recording essential information and reporting to Dispatch. Receives funds for Child Support payments, jail fees, Civil Process, record requests, and/or donations. Receives and distributes packages and sorts mail.

20% Jail Administrative Support:
Answers and assists incoming Jail Division telephone callers, or routes calls to appropriate parties. Schedules visitation, out-of-county pickups, hearings, conference calls, and video court. Enters inmate appointments and Huber (work release) inmate schedules. Checks in visitors and Huber inmates. Notifies inmates to report for family or professional visits. Queries criminal histories for new inmates to assist with completing the booking process. Sends teletypes and completes hit requests and confirmations. Notifies the Dispatch Center to cancel warrants. Queries the National Crime Information Center to confirm inmates are eligible for release. Mails court paperwork to other agencies. Collects Arrest Tracking Numbers (ATN) from the Livescan system and forwards them to the Clerk of Courts. Maintains lists for inmate programs such as Chapel, Alcohol Anonymous, and Narcotics Anonymous. Completes the process of releasing inmate property. Distributes mail for the Jail Division.

Processes bail bonds, warrants, and receipting inmate fund transactions. Performs records management duties (scanning, filing, maintaining, auditing) on booked and released files. Reviews and closes out released inmate files according to department policy and procedures.

Receives, updates, and processes inventory for the jail and inmates. Maintains a record of jail inventory by logging items taken out of stock, receiving deliveries, tagging and distributing items, and logging items received and tagged. Informs the Business Services Manager or Accounting Specialist when additional supplies are needed. Notifies Jail supervisors of missing or inaccurate records. 

15% Uniforms Coordinator:
This position works closely with command staff to coordinate the Sheriff’s Office uniform issuance and replacement program. It ensures employees receive authorized uniforms and equipment in a timely manner while maintaining accountability for inventory, budgets, vendor relationships, and agency uniform standards. It assists managers and supervisors in providing uniforms to new employees. It schedules and attends semiannual uniform replacement sessions with current employees. It maintains inventory of uniforms, footwear, body armor, duty gear, insignia, badges, patches, and related equipment. It serves as the primary liaison with approved uniform vendors.

12% Civil Process:
Provides administrative support by receiving civil process paperwork and receipting prepayments; verifying service requirements; entering data and billing for service attempts; filing service paperwork with the Clerk of Courts and parties related to the case; and mailing paperwork to the appropriate parties. Prepares Temporary Restraining Orders for time-sensitive service by a deputy and the appropriate return paperwork. Answers questions from the public regarding civil process requests and service. Coordinates service of process with the Civil Process Deputy. Prepares certificates of service for the deputy. Maintains the Sheriff Sales webpage and the Civil Process folder in Outlook.

11% Records Management:
Reviews all records related to the case to ensure data entered by other users is accurate. Reviews and proofreads case reports before final submission to the Patrol Lieutenant for approval. Scans and attaches department forms and report materials from Patrol to RMS entries. Disseminates case reports and attachments to Human Services, Clerk of Courts, Corporation Counsel, and agencies as needed. Electronically files cases and attachments with the District Attorney’s Office for prosecution. Monitors and responds to requests from the District Attorney’s Office for additional records or digital media related to case referrals. 

Merges duplicate name entries in RMS when found. Scans, converts, and enters data for case files, jail booking files, and jail dockets into RMS. Verifies, corrects, and consolidates data in RMS. Maintains the retention, retrieval, and destruction of analog media records. Updates arrest entries and files judgments of conviction in RMS.  

11% Citations:
Reviews all citations issued to ensure key data elements are entered correctly by deputies. Transmits citations in TraCS and verifies receipt by the Clerk of Courts, the District Attorney’s Office, and ProPhoenix. Communicates with and resolves citation issues and errors with deputies and command staff. Reviews and corrects data mismatch errors resulting from the TraCS & ProPhoenix interface. Prepares, mails, electronically files, and logs correction letters and dismissal notices. Prepares citation case files for traffic court and/or the District Attorney’s Office for prosecution. Receives 15-Day Correction Notices. 
8% Accident Crash Reports:
Reviews, edits, and transmits Accident Crash Reports (ACRs) in TraCs. Communicates with report writers regarding ACR issues and edits. Redacts juvenile information and attaches it to the Records Management System (RMS). Fulfills requests for crash reports. In accordance with state law, makes crash reports available at the front desk. Sends copies of ACRs with government property damage to the Ozaukee Highway Dept.

3% Other:
Coordinates with Command Staff for scheduling uniform fittings. Identifies and distributes uniforms, log uniforms ordered/received, maintains an accounting of surplus uniforms and equipment. Assists the Command Staff with determining the need for uniform replacements for employees. 

Receives subpoenas for officer appearances from the District Attorney’s Office and Corporation Counsel. Enters them as appointments on the District Attorney Court Appearance Calendar in Outlook for the deputy. Contacts the deputy via Computer Aided Dispatch, texts, and emails regarding subpoenas and cancellations. Requests adjournments or rescheduling of appearances when the deputy is unavailable.

Creates content for official Facebook page including videos, graphics, photos, Facebook events, and text posts. Monitors Facebook page for messages and comments.

Supervision Exercised

None.

Minimum Education Qualifications

Education and/or Experience Requirements:

• High school degree required.
• Two to three years of previous experience and/or training involving routine data entry functions, demonstrating ability to maintain accurate records; or an equivalent combination of education, training, and experience.

Licenses, Certifications, and Other Requirements:

• TIME System Certification.

Minimum Knowledge, Skills, and Abilities Qualifications
In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential.
Ability to represent the department with excellent verbal communication skills.

• Ability to multi-task and establish priorities.
• Skills in time management.
• Knowledge of office procedures and ability to use equipment.
• Skill in basic math concepts.
• Skill in data entry & transcription at a reasonable speed.
• Skills in record keeping and filing.

• of sitting and using the keyboard.
• Infrequent periods of lifting 10-25 pounds.

Ozaukee County offers a generous benefits package including: health, dental, life, & vision insurance; free employee health clinic & Teladoc; paid holidays, vacation, & sick time; state of Wisconsin WRS defined benefit pension program; bonus opportunities; employee fitness room; wellness program & wellness reimbursement; tuition reimbursement & continuing education opportunities; and more! Please note some that benefits offered are dependent on full-time/part-time status.

Ozaukee County prohibits discrimination and harassment of any type against applicants and employees on the basis of race, color, religion, sex, national origin, age, handicap, disability, genetics, veteran status or military service, marital status or sexual orientation, gender identity or expression, or any other characteristic or status protected by federal, state or local laws. Ozaukee County also provides reasonable accommodations to qualified individuals with disabilities in accordance with the requirements of the Americans With Disabilities Act and applicable state and local laws.