POLICE DISTRICT ADMINISTRATIVE ASSISTANT
|Requesting Department||Milwaukee Police Department|
|Open Date||10/22/2021 08:00:00 AM|
|Filing Deadline||11/12/2021 11:59:00 PM|
|HR Analyst||Marti Cargile|
These are the essential functions of the Police District Administrative Assistant (PDAA) position;
specific duties will vary depending upon the needs of the district station to which a PDAA is appointed.
CUSTOMER SERVICE / CONSOLE OPERATIONS
- Answer and screen telephone calls from residents, police officers, non-sworn department members, other City staff, and outside agencies in a courteous manner.
- Serve as a console operator and provide accurate information to callers using professional communication skills; and refer callers to the appropriate units of responsibility.
- Assist residents with purchasing parking permits and obtaining police reports.
- Provide wanted and record checks to police officers.
- Verify and prepare paperwork related to warrants.
- Prepare prisoner packages containing documentation as required by standard operating procedures.
- Assist supervisors with the preparation of reports, using a computerized system.
- Prepare and process letters, email messages, and other documents, ensuring accuracy and completeness.
- Proofread written materials to ensure accuracy and correct spelling, punctuation, and grammar.
PAYROLL PROCESSING AND CALENDAR MANAGEMENT
- Process payroll, including entering timecards, monitoring accrued time off, and producing daily lineups.
- Maintain supervisors’ schedules and manage calendars for staff such as meeting and vacation calendars.
- Prepare meeting agendas, attend meetings, and record minutes.
- Manage incoming and outgoing mail to ensure it reaches the proper recipients.
- Conduct inventory and manage office supplies.
- Create, maintain, update, and organize paper files; enter data and maintain electronic files and records.
- Assist with completing and mailing bills, checks, invoices, contracts, and/or policies.
Conditions of Employment
- Police District Administrative Assistants are required to work weekends and holidays in a rotating work schedule (40 hours per week).
NOTE: Typical hours of work are as follows: Day Shift (8:00 a.m.-4:00 p.m.), Second/Early Shift (4:00 p.m.-Midnight), and Late Shift (Midnight to 8:00 a.m.). Shift times can also vary depending on the work location.
Four years of office support experience related to the essential functions listed above, including working on a variety of complex and diverse clerical assignments and providing service to customers.
Equivalent combinations of education and experience may be considered.
IMPORTANT NOTE: To receive credit for related college coursework, college transcripts are required and must be received by the application period closing date. Transcripts should be attached to your online application or sent via email to firstname.lastname@example.org. Applications without transcripts attached are considered incomplete and may be rejected. Unofficial copies are acceptable; however, your transcripts must be legible and include your name, the college name, the degree completed (if applicable), and the degree completion date.
Knowledge, Skills, Abilities & Other Characteristics
- Knowledge of general office practices.
- Ability to use various office machines, such as copiers.
- Ability to perform console operations, i.e., operate an office phone system to take and route phone calls.
- Ability to use word processing programs.
- Ability to use spreadsheet applications and assist supervisors and fellow staff with report creation.
- Ability to enter data accurately and use database programs.
- Ability to manage various calendars for staff.
- Knowledge of basic mathematics and ability to perform accurate calculations.
- Ability to learn and perform payroll procedures, such as maintaining timekeeping information and processing and submitting payroll.
- Ability to read, understand, and apply information in work-related documents such as written directions, policies, and procedures.
COMMUNICATION AND INTERPERSONAL
- Ability to follow verbal and written instructions from supervisors as well as exercise independent judgment and seek guidance from supervisors when unsure.
- Written communication skills to be able to write correspondence and document office procedures.
- Knowledge of English writing mechanics and the ability to proofread documents and reports.
- Verbal communication skills to be able to clearly explain information to colleagues and customers.
- Customer service skills to provide courteous service to residents, police officers, non-sworn department members, other City staff, and outside agencies via phone or in person.
- Ability to work effectively with peers, supervisors, and sworn personnel in a quasi-military environment.
- Teamwork skills and the ability to work cooperatively with people whose backgrounds may differ from one’s own.
- Ability to accurately compile paperwork, such as assembling prisoner packages.
- Ability to accurately maintain numerical and alphabetical paper and electronic filing systems.
- Ability to manage and order office supplies.
- Ability to accurately manage incoming and outgoing mail to ensure it reaches the proper recipients.
- Attention to detail and accuracy when performing routine tasks.
- Ability to plan, organize, and complete work assignments in a timely manner.
- Ability to move seamlessly from task to task, such as supporting a Police Captain at one moment and assisting a crime witness in the next.
- Ability to maintain a calm and professional demeanor when faced with highly sensitive topics.
- Ability to maintain the utmost confidentiality regarding privileged information.
- APPLICATIONS and further information can be accessed by visiting www.jobapscloud.com/MIL.
- If you would like assistance completing an application, please contact the Department of Employee Relations at (414) 286-3751 or email@example.com.
- The Department of Employee Relations is located in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.