Administrative Support Specialist - Police Department

POSITION DESCRIPTION

Under the limited supervision of the Chief of Police for the Wisconsin State Fair Park (WSFP) Police Department, the Administrative Support Specialist operates independently within established guidelines. This position is responsible for clerical duties, dispatching, oversight of the dispatch center, and a variety of administrative tasks. It requires sound judgment, discretion, and the ability to interpret complex regulations and policies. The role involves frequent interaction with the public, handling of special reports and projects, and maintaining strict confidentiality due to the sensitive nature of departmental information.

This position is an unclassified, Dual-Limited Term Employment (LTE) position within the State of Wisconsin employment system. Annual hours worked will not exceed 2,078, although this position will allow for a flexible schedule outside of the summer months. More than 40 hours per week may be required leading up to and during the annual Wisconsin State Fair.

The hourly wage for this role will be between $25.00 to $27.00 per hour, based on qualifications. A comprehensive fringe benefits package, including health and dental insurance, life insurance and disability insurance is available after a minimum employment period is reached. Paid time off including vacation, holiday, and sick leave is not included as part of the benefits package per State of Wisconsin Legislature, s.

230.26(4), Wis. Stats.

This position is open to all State of Wisconsin residents who meet the outlined criteria.

• Organizes and coordinates office functions, activities, and communications; assures efficient workflow and office operations
• Answers and screens phone calls, relays message or redirects callers, provides answers when possible
• Maintains the daily calendar/duty schedule for officers, schedules meetings and conferences
• Transcribes dictation for an assortment of documents
• Composes and prepares correspondence on a variety of routine and specialized matters
• Maintains the department's administrative filing system in conjunction with the police software records management system
• Coordinates training plans as directed by Command Staff
• Resolves issues and complaints by utilizing working knowledge of the operations of the department to solve the problem or direct the complaint to the appropriate staff
• Coordinates staff meeting arrangements
• Processes payment for all expenditures made; orders equipment, supplies and other items for the day-to-day operations of the department
• Maintains files of all payment requests and purchase orders
• Prepares a variety of statistical and narrative reports and documents
• Handles all Public Disclosure Requests for the department in conjunction with the Chief of Police
• Provides training to the support clerk(s) and oversees the department’s dispatch center when in operation
• Dispatches Officer(s) during non-Fair times or when a dispatcher is not on duty for a special event
• Assists Command Staff with coordinating the hiring of department personnel including but not limited to processing personnel paperwork including Human Resources paperwork, scheduling candidate interviews along with coordinating drug, physical, and psychological tests
• Research information and complete routine and special reports as assigned by the Chief of Police or designee
• Maintains and processes personnel payroll for all police employees
• Attend meetings related to the function of the Police Department as directed by the Chief of Police or designee
• Schedules police staff for events
• Prepares budget document(s) as directed by the Chief of Police and/or Command Staff
• Additional duties as assigned

• Must possess a high school diploma or GED equivalency
• Minimum of four years administrative experience or any equivalent combination of experience and training plus the minimum educational requirement, experience in a law enforcement setting preferred
• Knowledge of or experience working with event management software/systems and records management systems, preferred
• Prior experience using and maintaining timekeeping software and ability to pull and translate reports from timesheets
• Knowledge of Police operations, policies, procedures, terminology, and related regulations
• Knowledge of office organization and administrative practices, procedures, and equipment
• Maintain a Notary Public Commission status, along with certification to Time System (required within 6 months of employment)
• No felony convictions
• Must possess excellent moral character
• Knowledge of computers and electronic data processing systems as well as general computer systems
• Proficient in Microsoft Office products (Word, Excel, Outlook, PowerPoint). Police specific software records management systems/computer aided dispatch systems preferred
• Basic knowledge of social media platforms (website data entry preferred)
• Knowledge of modern office practices and basic accounting/mathematical principles