Administrative Assistant II - Police and Fire

Administrative Assistant II

The Administrative Assistant II serves as a key administrative support professional for both the Police and Fire Departments, providing records management, public information, reporting, customer service, financial processing, and administrative support services. This position supports critical public safety operations by ensuring the timely processing of law enforcement and fire records, maintaining compliance with reporting and records retention requirements, coordinating public records requests, and assisting with departmental programs and services.

As a shared position between two public safety departments, the Administrative Assistant II works collaboratively with department personnel, outside agencies, and the public while providing continuity of operations and administrative support across a variety of functions.

Success in this role requires exceptional customer service skills, attention to detail, sound judgment, confidentiality, and the ability to manage multiple priorities in a fast-paced public safety environment.

Essential Duties and Responsibilities

Police Department Support

1. Process, review, maintain, and distribute police reports, citations, accident reports, and related law enforcement records while ensuring accuracy, completeness, and compliance with applicable laws, regulations, and department procedures.
2. Utilize law enforcement information systems and databases to enter, retrieve, verify, update, and distribute information; maintain required certifications; and prepare required reporting to local, state, and federal agencies.
3. Review, process, and maintain public safety records and reporting data; identify discrepancies, correct errors, and ensure compliance with reporting requirements and records retention standards.
4. Receive, review, and process public records requests; prepare records for release; perform required redactions; and maintain digital evidence, photographs, videos, recordings, and related records in accordance with legal requirements and department procedures.
5. Provide customer service and reception support for the Police Department by assisting citizens, coordinating inquiries, resolving concerns, and directing individuals to appropriate resources, agencies, or department personnel.

Fire Department Support

1. Prepare, review, maintain, and submit fire, EMS, prevention, inspection, and incident reporting records while ensuring accuracy, completeness, and compliance with applicable reporting requirements.
2. Maintain departmental records, files, training documentation, correspondence, reports, forms, and other administrative records necessary to support Fire Department operations.
3. Assist with Fire Department technology systems, software applications, hardware, equipment and supply tracking, grant compliance documentation, reporting requirements, and related administrative support activities.

Shared Administrative Functions

1. Process accounts payable, accounts receivable, cash receipts, inspection-related billings, and related financial transactions while maintaining accurate records and supporting departmental operations.
2. Prepare correspondence, reports, meeting materials, newsletters, annual reports, website content, minutes, and other departmental communications.
3. Provide backup support to administrative staff, participate in training and professional development activities, and perform related duties necessary to support Police and Fire Department operations.

Minimum Requirements

• High school diploma or equivalent.
• One or more years of administrative support, clerical, or records management experience including cash handling & positive customer service experience.

Preferred Qualifications:

• Associate's degree in Administrative Professional, Office Administration, or directly related field.
• Experience handling confidential or sensitive information.
• Experience processing records, reports, financial transactions, or public records requests.
• Experience providing customer service in a fast-paced environment requiring sound judgment and attention to detail.

Knowledge, Skills, and Abilities

• Proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint, and the ability to learn and effectively utilize department-specific software systems and databases.
• Knowledge of modern office practices, customer service principles, records management practices, and administrative support functions.
• Ability to maintain confidentiality and appropriately handle sensitive law enforcement, personnel, and citizen information.
• Strong customer service and interpersonal skills, including the ability to interact professionally, courteously, and effectively with citizens, employees, law enforcement personnel, and representatives from other agencies.
• Ability to communicate clearly and effectively, both verbally and in writing, and prepare accurate correspondence, reports, and documentation.
• Strong attention to detail and commitment to accuracy when processing records, reports, financial transactions, legal documents, and other departmental information.
• Ability to review, interpret, and apply policies, procedures, laws, regulations, and departmental guidelines to specific situations.
• Strong organizational and time management skills with the ability to prioritize work, manage multiple assignments, meet deadlines, and adapt to changing priorities in a fast-paced environment.
• Ability to exercise sound judgment, discretion, and professionalism when responding to inquiries, resolving issues, and making decisions within established guidelines.
• Ability to analyze information, identify discrepancies, and take appropriate action to ensure accurate recordkeeping and compliance with reporting requirements.
• Ability to establish and maintain effective working relationships with coworkers, department personnel, outside agencies, and members of the public.
• Ability to work independently with minimal supervision while also contributing as a collaborative member of the administrative support team.
• Ability to perform basic mathematical calculations and accurately process financial transactions, receipts, invoices, and related records.

Physical and Working Environment Normal office working conditions within minimal exposure to disagreeable elements. Normal mental and visual attention is required. Minimal physical demand with minimal exposure to workplace hazards.

Additional Information

IMPORTANT! All applications must completely filled out and have a Resume attached in the "Attachments" section of the application. A Cover Letter is highly recommended, but not required. Applications that are not complete and do not have the required attachment will not be considered.

When completing References section, include 3 professional references with current and valid email addresses. References will not be contacted unless a candidate becomes a finalist for consideration or a conditional offer of employment is extended and accepted.

SPECIAL ACCOMMODATIONS: The City of Wausau will make arrangements to furnish appropriate auxiliary aids and services where necessary and reasonable to afford an individual with a disability the opportunity to participate in the recruitment process. Please notify the Human Resources Department or phone View phone number on click.appcast.io to request special accommodations prior to the application deadline.

NOTICE TO APPLICANTS: Wisconsin Statutes, Sections 19.36 (7), 64.09 (5), and 64.11 (7) require public employers to treat the following items as a public record: Each applicant's application, records, recommendations and qualifications except as provided in Section 19.36 (7), Wis. Stats. that allows the identity of an applicant to remain confidential if the applicant requests in writing that the City not provide access to this information.

If you choose not to have this information become a public record, you must make such a request in writing to the Human Resources Department. If you become a finalist for the position, your identity may be disclosed as required by law.

ADDITIONAL NOTICES:

The City of Wausau is an Equal Opportunity Employer.