POLICE DISTRICT ADMINISTRATIVE ASSISTANT
|Requesting Department||Milwaukee Police Department|
|Open Date||8/31/2023 1:30:00 PM|
|Filing Deadline||9/21/2023 11:59:00 PM|
|HR Analyst||Jeff Harvey|
Police District Administrative Assistant will be open for applications multiple times throughout 2023. *Only applicants who meet the minimum requirements of the job will be invited to participate in the selection process*.
- 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; 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.
- 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
- Candidates must pass a Milwaukee Police Department background investigation before hire.
- 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.
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.
- 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
· Defined Benefit Pension Plan
· 457 Deferred Compensation Plan
· Health and Dental Insurance
· Paid Parental Leave
· Comprehensive Wellness Program
· Onsite Clinic Services
· Onsite Employee Assistance Program
· Alternative Work Schedules
· Long Term Disability Insurance
· Group Life Insurance
· Tuition Benefits
· Paid Vacation
· 12 Paid Holidays
· Paid Sick Leave and other paid leaves
· Flexible Spending Arrangement
· Commuter Value Pass
THE SELECTION PROCESS will be job related and will consist of one or more of the following: an evaluation of education, experience and/or responses to supplemental questions; a written or performance test, a structured interview or other assessment methods. The Department of Employee Relations reserves the right to call only the most qualified candidates to structured interviews and performance examinations. Structured interviews may include written exercises. Selection process component weights will be determined by further analysis of the job.
This is a continuous recruitment. Applications will be accepted and the selection process will be held during 2023 as often as required to meet the needs of the City. Qualified applicants will be notified by email of the date, time and place of the selection process components.
Unless otherwise required by law, the City of Milwaukee will not provide alternative selection process dates or times. The applicant is responsible for attending all phases of the job selection process at the time and place designated by the City of Milwaukee.
The names of successful candidates will be placed on the eligible list in a rank determined by the final score without reference to the date of the selection process. The names of candidates who pass all phases of the selection process may remain on an eligible list resulting from a continuous examination for up to six months. Candidates may apply for and participate in the selection process for this position only once every six months.
- 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 firstname.lastname@example.org.
- The Department of Employee Relations is in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202