Administrative Professional (part-time or full-time)

Salary: $26.00 - $28.26 Hourly
Location : Sheriff's Office, 200 E. Job Type: Full Time
Department: Sheriff's Office
This position performs routine to moderately complex secretarial and administrative functions such as reviewing all Criminal/Traffic Reports, and processing/producing Patrol reports to the District Attorney's Office and Clerk of Courts. This position handles confidential materials and requires a high degree of accuracy and also involves the application of judgment to information dissemination, the application of policies and procedures of work duties, and the ability to prioritize and delegate work to others within the Records Management Department. 35% - Maintenance of LE Records in RMS Database and Report Processing
Review and process Criminal Patrol reports to the District Attorney, Clerk of Courts and State of Wisconsin Probation and Parole for In-Custody Court, Criminal Intake, Municipal Violations and Referrals.
Review all Patrol reports for accurate data entry per DOJ requirements for statistical accuracy. Input reports filed on Rock County website for minor Theft, Fraud and Vandalism into Spillman Law Incident and review to determine if Patrol should follow up.
Run Criminal History, DOT History from ETIME to attach to reports processed for the District Attorney's Office. Review all Municipal Citations in Wisconsin TraCs Program for possible errors prior to transmission, advise Deputies of necessary edits.
Electronically transmit and send inter-office LE incident reports to Clerk of Courts and District Attorney's Office.
for Traffic Citations, Traffic Accident reports and Municipal citations.
Field multiple phone, e-mail, mail and internal requests for LE incident reports and respond within designated time, in accordance with state law, with the requested information or denial letter.
Review all records being requested by the public, attorneys, criminal agencies, insurance agencies, news organizations, etc. Produce reports involving DOC Offenders to Probation and Parole if arrested or contact with Law Enforcement.
10% - Report Statistical Analysis to Department of Justice
Log on to State of Wisconsin website and data enter all statistical information from the UCR report.
10% - Operate Telephone & Computer System, Compose letters/Memoranda
Field phone calls/emails from Professional Offices and Community and assist with questions/concerns/messages or direct them to appropriate personnel to assist.
Relay information regarding SO Departmental policies and procedures to assist caller.
Prepare written, electronic and voice messages for office personnel.
Draft memos to employees as needed.
Compose letters to citizens advising of corrected court date/fine information when necessary.
On yearly Basis, figure all Criminal Intake-North/South, Criminal Intake-Domestic Violence, Traffic, OWi, Juvenile Intake, Footville Municipal and DNR Court dates for the year to ensure property court and times available with Judges.
Makes proper modifications for Holidays, Sick Leave and Vacations for Judges.
5% - Training

Lexipol Training
Modern office practices, procedures and equipment.
Interpersonal skills using tact, patience and courtesy while on telephone, by email and face to face contact.
Operation of a computer terminal and a variety of other office equipment including a computer, fax machine/copier and other required equipment.
Knowledge of the principles, policies and procedures of LE operations.
Knowledge of public safety and RMS system use/operation.
Knowledge of basic equipment functions and software applications
Communicate effectively both orally and in writing.
Job Requirements, Education, Training & Experience
High school diploma or equivalent with training in computer applications and two years general clerical/secretarial experience, or any combination of education and experience that provides equivalent knowledge, skills and abilities will be considered.
Experience with a variety of office equipment
Records Management System Certification (Spillman Technologies, Inc.)
IBR training
Essential Job Functions (physical elements, equipment and working conditions)
Repetitive hand and wrist movements, i.e. typing.
Use of Equipment :
Computer
Telephone
Rock County's many historic and cultural attractions include the City of Evansville historic district, Beloit College (an acclaimed liberal arts institution located in the City of Beloit) and the City of Janesville's Rotary Botanical Gardens and Tallman House (an exceptional example of Italian villa style architecture from the mid 1850's).
The Rock County Fair and Riverfest are regional cultural celebrations held every summer in the Cities of Janesville and Beloit respectively. These Cities both have extensive park and open space networks, including portions of the Ice Age National Scenic Trail, a Statewide trail commemorating the State's geologic history. Paychecks are directly deposited in the employee's bank account. Direct deposit is a requirement of employment.
~ Holidays (Ordinance 18.501):

The following holidays are observed by the County and shall be granted to regular employees with pay and to temporary employees without pay, unless such employees are required to be on scheduled work:

• a) New Year's Day
• c) Spring Holiday to be observed the Friday immediately preceding Easter
• j) Day before Christmas
• k) Christmas Day
• l) One Floating Holiday
• m) Any additional holiday granted by the County Board.
• n) The County Administrator may designate additional holidays in unusual circumstances with the approval of the County Board Chair and/or Vice Chair.

For employees working the standard work schedule, when a holiday falls on Saturday, it shall be observed on the preceding Friday. When a holiday falls on a Sunday, the following Monday shall be observed.
For employees not working the standard work schedule see the HR Policies and Procedures.
~ Vacation (Policy & Procedure Manual 5.47):

Health Insurance including our Wellness component:

The County will pay 90% of the premium for health insurance and the Employee may earn the remaining 10% of the premium, based on the terms of participation of the Healthy Employee Incentive Program.
~ Sick Leave (Policy 5.39):

All full-time employees shall earn one sick leave day per month of continuous employment. All part-time employees whose regular workweek is sixteen hours or more shall earn one sick leave day on a prorated basis directly in relation to the normal full time employment period. All part-time employees, who work less than sixteen hours per week, shall not earn sick leave. Temporary and seasonal employees are not eligible for sick leave. Dental Plan:

The County offers a dental plan through Delta Dental and will pay 60% of the applicable
Life Insurance:

The County provides term life insurance through the State of Wisconsin Plan. Employees can also purchase coverage for their spouse and/or children.
*Eligibility for this benefit is tied to whether the employee is eligible for retirement benefits. (Disability, Hospital indemnity, Supplemental Life, Critical Illness, and Accident Insurance. Deductions are taken post tax. Flexible Spending Account (Medical and Dependent Care):

Employees can elect to put an annually IRS established amount into a flexible spending account through (EBC) to pay for their own non-reimbursed medical care expenses. Employees can also put in up to $5,000 for dependent care accounts.
Retirement:

Rock County participates in the Wisconsin Retirement System (WRS). What an employee receives at retirement is dependent upon several factors - age, length of service, salary.

Rock County and the employee make equal contributions to the Wisconsin Retirement System on behalf of the employer. Employees in protective status have the percentage contributions defined in their respective collective bargaining units.
Employees who have questions about their retirement benefits should contact WRS.
~ Bereavement Leave (Policy 5.04):

If additional time is required beyond the thirty-two (32) hours annually, an employee may request to use accumulated vacation, holiday, or comp-time. Sick leave can be used for a parent, spouse, or child only.

A second or third shift employee may be excused from work the scheduled shift before or after the event, provided the shift begins or ends on the same calendar date of the event.

EAP:

The County provides an Employee Assistance Program (EAP) for employees to use for all kinds of personal and professional assistance. An employee can establish a relationship with a counselor over the phone or set up an in-person appointment with a counselor in the area. As of March 1, 2022, the EAP program will pay for up to six visits.
~ The County provides free parking at all its facilities.
~ Workplace Attire (Policy & Procedures 5.53):

All Rock County employees are expected to present a professional, businesslike image to clients, visitors, customers, and the public. Acceptable personal appearance, like proper maintenance of work areas, is an ongoing requirement of employment with the County. Any questions about the department's guidelines for attire should be discussed with the immediate supervisor.
~ Employee Identification Badge (Policy & Procedure 5.08)

By County Ordinance anyone visiting or working in any County building is prohibited from smoking closer than 30 feet from any building entrance. Prior to new hire orientation, please access policy documents here:
Active Employees: For full policy documents, please visit the Human Resources Intranet page, "Personnel Ordinance" and "Policy & Procedure Manual".