Administrative Assistant - Police Department

Posting number: 2026.31.179.01

Department: Police Department

Division: Police Department

Job classification: Administrative Assistant

Posting type: Open

Categories: Administration, Administrative Assistant, Clerical & Data Entry, Law Enforcement, Customer Service

Summary

CITY OF JANESVILLE DIVERSITY STATEMENT:

The residents of Janesville choose this community, not just as a place to live, but as a place to realize life’s opportunities. We strive to sustain a community culture where differences are recognized, understood, and appreciated. As such, the City of Janesville recognizes the importance of developing an environment where diversity is not merely accepted but embraced and celebrated. As public servants, we believe everyone has the right to be treated with dignity and respect. To this end, we will diligently recruit and retain the most talented employees in an environment that fosters maximizing one’s potential. Therefore, we encourage individuals from all backgrounds, perspectives, and experiences to consider employment with the City of Janesville and serve the residents of “Wisconsin’s Park Place”.

OBJECTIVE:

Under direct supervision of the Chief of Police, this position provides varied and complex administrative support of a confidential nature for the Chief of Police. The Administrative Assistant applies advanced clerical and customer service skills in support of the efficient operation of the Janesville Police Department. Duties also include research and special projects of Department procedures, policies, and practices.

RELATIONSHIPS:

Reports to: Chief of Police

Has regular work contact with Department, Division, and Office Heads, City employees, union leaders, Police and Fire Commission members, outside governmental agencies, local business representatives, vendors, and the general public.

Supervises: None

Examples of duties

ESSENTIAL DUTIES:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by the incumbent. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Serves as Administrator of Pace Scheduler scheduling and payroll software; prepares and enters payroll information into the department’s payroll software; submits and forwards reports to the Finance Office in a timely manner, including applicable overtime, premiums, and other compensation in accordance with collective bargaining provisions and City policy; receives, researches, and recommends resolution of employee payroll problems to supervisor; verifies rate change calculations from the Finance Office and Human Resources Office; analyzes overtime and time-off usage and creates payroll reports for the Chief of Police.
2. Manages state and federal grant applications; submits applications and required reports; maintains associated grant accounts and provides the Finance Director with necessary information pertaining to these accounts.
3. Manages the department’s social media accounts and the department’s webpage; assists in the preparation of public relations activities with the City Manager’s Office, general public, news media, and civic groups.
4. Completes special projects, obtains and analyzes information, and prepares staff reports with recommendations for the Chief of Police and management staff; prepares charts, graphs, and tables to clearly illustrate statistical results of research.
5. Tracks data and work-related information of department personnel; reports personnel changes in assignment or status to Human Resources Office; forwards completed Worker’s Compensation forms and FMLA paperwork to the Human Resources Office.
6. Performs data compilation and analysis functions, including the collection, analysis, reporting, and dissemination of information concerning external forces (crime and disorder), as well as internal processes of the department (workload analysis, vehicle stops, crashes, etc.) and provides reports.
7. Leads the preparation, organization, printing, mailing, and posting of the Annual Report.
8. Creates timelines, flowcharts, and link analysis charts for specialized investigations; processes various video evidence and formats for media release.
9. Provides administrative support for management staff.
10. Maintains department databases; creates queries and reports to extract and summarize data.
11. Maintains Accreditation database and files; assists Accreditation Manager with Accreditation process; stays current on Accreditation changes and updates database and files to reflect changes; assists with onsite visits at other WILEAG accredited agencies.
12. Designs and produces department brochures and manuals.
13. Assists on preparation of annual department budget.
14. Coordinates requests for special event overtime and prepares invoices.
15. Evaluates existing and proposed department policies, procedures and techniques as needed and recommends improvements; assists in administrative planning.
16. Provides back-up coverage for the Police Support Specialist
17. Maintains the confidentiality of any department-related information, including but not limited to litigation, personnel, and labor relations issues. Maintains confidentiality of law enforcement and crime related information.
18. Follows all safety regulations, policies, and procedures; reports all unsafe conditions and acts to supervisor; reports all accidents to the supervisor immediately whenever possible; follows recognized safe work practices.
19. Performs other special projects and other job duties as assigned or required during regular and non-business hours.
20. All employees may be assigned by the City Manager or their designee to perform duties and assume responsibilities that are outside the scope of their work duties when the City Manager has declared a City disaster or the City Emergency Operations Center has been initiated.

Qualifications

MINIMUM EDUCATION AND PRIOR EXPERIENCE
The requirements listed below are necessary to perform the essential duties of the position.

1. A High School diploma or equivalent is required.
2. A minimum of three (3) years of office support, administrative, or professional clerical experience is required.
3. Access to personal or public transportation for job-related duties.

OTHER QUALIFICATIONS
The qualifications listed below are preferred, but not required to perform the essential duties of the position. The absence of these qualifications on a candidate’s application does not preclude them from consideration.

1. An associate degree from an accredited college or university in accounting, finance, business or vocational/technical training in administrative support is preferred.

A combination of equivalent experience and/or education as determined by the Human Resources Office may be considered in lieu of minimum requirements.
COMPETENCIES
For successful performance in this position, the incumbent must demonstrate the following knowledge, skills, abilities, and behaviors.
Knowledge:

1. Thorough modern administrative or office support procedures, practices, and equipment.
2. Thorough records management, report preparation, and filing methods.
3. General accounting principles and practices.
4. Thorough departmental policies, procedures, rules, and regulations.

Skills:

1. Organizational and time management skills to prioritize duties and accomplish a high volume of work product while adapting to constant changes in priority.
2. Exceptional communication skills, both verbally and in writing, paired with a strong customer service background, and effective interpersonal skills.
3. Collaboration skills to effectively work with others to achieve common goals through communication, teamwork, and problem-solving.
4. Excellent time management, organizational, and prioritization skills.
5. High level of accuracy and attention to detail.
6. Exceptional communication skills, paired with a strong customer service background and effective interpersonal skills.
7. Working with the public in a fair and consistent manner, maintaining objectivity, and excluding personal bias while performing job duties.
8. Strong clerical skills.
9. Intermediate proficiency in Microsoft applications, including Excel, Access, Word, Publisher, and Outlook.
10. Pace Scheduler, or other applicable payroll tracking software.
11. Strong ethics base built upon integrity, honesty, initiative, and respect.
12. Intermediatelevel of technical proficiency skills, including computer applications and software such as Microsoft Office and Adobe Acrobat.

Abilities:

1. Ability to compose routine correspondence and routine reports in a clear, concise, logical, and effective manner, utilizing proper grammar, spelling, punctuation, sentence structure, and tone.
2. Comprehend and interpret state statutes, county laws, City ordinances, and department policies and procedures.
3. Retrieve, integrate, analyze, and summarize qualitative and quantitative data from a large variety of sources and systems.
4. Ability to perform basic mathematical calculations, including the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, and to compute percentages.
5. Maintain files in a filing system per set procedures.
6. Effectively and efficiently schedule and organize workload, prioritize, and handle multiple tasks at one time in a diversified and fast paced environment.
7. Conduct and compile research and special project information.
8. Accurately complete and maintain required data and reports.
9. Communicate effectively, both in verbal and written form, and to follow verbal and written instructions with minimum supervision.
10. Timely perform duties with considerable judgment, resourcefulness, and initiative under minimal supervision and within the boundaries of areas of responsibility.
11. Maintain confidential information including but not limited to sensitive, criminal information, personnel, labor relations, and litigation
12. Adopt a professional work ethic, possess a high level of integrity, exemplify a professional work ethic, demonstrate tact and decorum, and display a positive, welcoming, and friendly attitude to all.
13. Organize and plan research projects and programs, make recommendations, and successfully implement once approved.
14. Adapt to the changing of department priorities or needs.
15. Work under pressure in a fast-paced environment with fluid priorities, frequent interruptions, and multiple, sometime competing, work assignments, with accuracy and attention to detail.
16. Ability to make decisions according to applicable laws, regulations, established procedures, and the directives of the City Manager and City Council.
17. Ability to research, learn, and apply new technology to improve efficiency and operations.
18. Ability to comply with all safety policies, practices, and procedures, and report all unsafe activities or conditions to supervisor.

Behaviors:

1. Establish and maintain effective working relationships with Department, Division, and Office heads, City employees, consultants, developers, architects, engineers, realtors, surveyors, community interest groups, other governmental agencies, and the general public.
2. Exhibit exceptional professionalism, tact, and decorum in all areas of work duties.
3. Strong ethics base built upon integrity, honesty, initiative, and respect; maintain strict confidentiality.
4. Interact positively with a diverse group of individuals, and work effectively both as part of a team and independently.
5. Embrace and actively promote an inclusive and equitable work environment.
6. Conduct all business and working relationships in an accurate, fair, equitable and highly ethical manner.
7. Work with the public in a fair and consistent manner, maintaining objectivity and excluding personal bias while performing job duties
8. Reliable, timely, and proactive in the completion of duties, meeting deadlines and responding to inquiries.
9. Work with others in a positive and supportive manner to solve problems, generate ideas, and accomplish division and City goals.

Supplemental information

EQUIPMENT, INSTRUMENTS, AND MACHINES:
Machinery and equipment including personal computer, printers, scanner, 10-key calculator, telephones, fax machines, applicable computer software, photocopy machine, camera, and other standardized and specialized office equipment.
WORKING CONDITIONS AND PHYSICAL FACTORS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee regularly works in an office environment. An individual in this position is frequently involved in sedentary work, which requires sitting for the majority of the time. This position occasionally walks, stands, stoops, kneels, crouches, crawls, and exerts up to 25 pounds of force by lifting, carrying, pushing or pulling objects. The employee is frequently required to see/observe, talk/speak, and listen/hear; use their hands to finger, handle, feel, or operate objects and equipment; repetitive arm, wrist, hand, and eye movements are included. There is frequent twisting, reaching, wrist turning, and grasping. The employee may be required to climb or balance.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Hand-eye coordination is necessary to operate computers and various pieces of equipment. Employee is required to use cognitive ability to reason, analyze, and verbalize thoughts and ideas. Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes, and sounds associated with job-related objects, materials or tasks.
The employee may, on occasion, be exposed to outside weather conditions, including extreme heat and extreme cold. The working conditions in the office environment are comfortable. The noise level in the office environment is generally quiet to moderately noisy.

A regular, Monday – Friday, 40-hour work schedule is required for this position. Attendance at special events may be required. Remote work opportunities may be considered for this position.

For purposes of drug and alcohol testing, this position is not classified as safety sensitive.

DISCLAIMER
The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position, or is responsive to the needs of the City of Janesville.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
The City of Janesville, Wisconsin, is an Equal Employment Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. Hand-eye coordination is necessary to operate computers and various pieces of equipment. Employee is required to use cognitive ability to reason, analyze and verbalize thoughts and ideas. Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes and sounds associated with job-related objects, materials or tasks.

The working conditions in the office are comfortable. The noise level is generally quiet in the office.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position, or is responsive to the needs of the City of Janesville.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The City of Janesville, Wisconsin is an Equal Employment Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.