Clerical Assistant

This position (one opening) provides clerical and administrative support to the Department.

Hours: 2:00pm - 10:00pm, Monday through Friday
Salary Range: $21.8879 - $25.7183 Hourly / $45,527 - $53,494 Annually DOQ
Initial interviews: TBD
Tentative start date: TBD
Explore the City's benefits here: City of Waukesha Benefit Guide (Download PDF reader)

Essential Job Functions The job functions listed herein are neither exclusive nor exhaustive, but are intended to be illustrative of the types of tasks the employee will most likely be expected to perform on a regular basis. The employee may be asked to perform different or additional tasks than the ones listed here, as the needs of the employer and/or the requirements of the position change.

1. Provides clerical, record keeping and mail processing functions; answers telephones and routes calls; greets and directs visitors; provides customer service.
2. Initiates and responds to routine correspondence and prepares forms and reports in accordance with established guidelines and procedures.
3. Transcribes dictation involving frequent use of technical or unusual departmental terms; transcribes statements, testimony or minutes that are often of a confidential, violent, graphic and/or uncomfortable nature.
4. Reviews transcribed materials for completeness and accuracy; ensures correct format, grammar and coding for all work; resolves incomplete information.
5. Prepares, copies and distributes completed Incident Reports utilizing the Police Records Management System with supporting documentation, in accordance with Department procedures.
6. Prepares and types a variety of correspondence, records, reports, license and permit data and other documents.
7. May train other clerical assistants on techniques and procedures and review their work.
8. Receives and records payments for fees, licenses, permits, tow bills, etc.
9. Processes invoices for payment.
10. Assists in checking and verifying Department accounts and other records.
11. Establishes and maintains moderately complex files of correspondence, records, forms, reports and other materials.
12. May assist supervisory staff with clerical/administrative functions for the day-to-day operations.
13. May assist with payroll and overtime entry.
14. Issues parking permits; collects and forwards parking citation payments to Passport, Inc.
15. Assists other clerical positions as need.
16. Assists with special projects as needed.

Graduation from high school or GED equivalent plus 1 - 3 years of office experience providing clerical and administrative support (experience in a Police Department preferred); or any equivalent combination of training and experience which provides the following knowledge, ability and skills:

Knowledge of

• Department policies and procedures.
• Police terminology.
• Business English, including grammar, punctuation, format and tone.
• General office procedures and the use of standard office equipment and relevant software programs.

• Understand and follow oral and written instructions.
• Multitask and prioritize workload.
• Work independently with minimal supervision.
• Train and assist other clerical assistants.
• Take and transcribe dictation.
• Maintain a complex filing system.
• Maintain strict confidentiality.
• Establish and maintain effective working relationships with supervisors, coworkers and the general public.

• Oral and written communications.
• Listening to and interpreting dictation.
• Organization, proofreading and attention to detail.
• Typing at a minimum speed of thirty-five (35) WPM (test will be administered)
• Dealing courteously and professionally with others.
• Dealing with irate or otherwise difficult residents and visitors.

• Pass a criminal and financial background check.
• Bondable.

• Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment.
• Specific vision abilities required by this job include close vision, prolonged visual concentration and the ability to adjust focus.
• While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk and hear for an extended period of time; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms.
• The employee is occasionally required to bend, climb, balance, stoop, kneel, crouch, or crawl.
• The employee may be exposed to violence, graphic and offensive language and images, and other unpleasant situations.
• The employee must occasionally lift and/or move up to 25 pounds.
• Ability to use headphones for dictation purposes.