Perform a variety of routine to moderately confidential, complex, and administrative duties in support of department functions. Work involves an increased responsibility due to the confidentiality of information handled. Work requires a high degree of accuracy, the application of judgment to information dissemination and applications of policies and procedures.

30% - Office Administration

• Maintain our department office supply inventory and order supplies as needed.
• Answer the Department's main outside line. Responds to direct, voice mail, or email inquires. Notifies Director of Operations or Deputy Director of Operations of any complaint or concern in regards to Departmental interactions (i.e Department partners, investigative, personnel, families, etc)
• Arranges and schedules appointments when requested.
• Greets and directs department visitors.
• Composes a variety of correspondence (i.e letters, memos, court documents, ect)

40% - Prepare and Process Data and Information.

• Creates purchase orders in County's financial management system.
• Enter's invoices for payment approval by Director of Operations or designee.
• Creates invoices both in the case management system and independent of the case management system for departmental services (i.e cremation and disinterment permits).
• Tracks accounts payable and works with County Finance Department to make sure that payments received are accurately accounted fro and turned over for deposit
• Creates spreadsheets for logically tracking invoices that are paid or unpaid.
• Advises the Director of Operations or the Deputy Director of Operations (Dane County) of any billing or invoicing issues as well as any payments outstanding over 90 days.
• Communicates with funeral home partners regarding Wisconsin Funeral and Cemetery Aids Program (WIFCAP) waiver eligible decedents.

25% - Maintaining Records

• Maintain master phone list for partners, Police Departments, Funeral Homes, Fire and EMS Departments.
• Maintains current case filing system in a neat and orderly fashion.
• Scans closed cases for electronic storage.
• Scans or copies completed reports for approved release and mails reports to requester.
• Creates case folders for new investigations.
• Helps to develop and then maintain a documented procedure for entry of various types of Purchase Orders, Invoices for Services, Accounts Receivable, etc.

5% - Perform all other duties as assigned.

• Considerable knowledge of modern office methods and practices.
• Considerable knowledge of departmental programs, operation, and policy.
• Considerable knowledge of commercial arithmetic, business English, and spelling.
• Ability to type neatly and correctly from plain copy, rough draft, and state computer programs at a rate of forty (40) net words per minute.
• Ability to perform varied and difficult clerical tasks.
• Ability to operate a variety of office machines.
• Ability to establish and maintain effective public and working relationships.
• Ability to maintain accurate and complete records and prepare clear and detailed reports.
• Knowledge of Microsoft Office products, specifically Word, Excel and Outlook.
• Ability to maintain highly personal, confidential information.
• Ability to maintain consistent and prompt attendance.

• Graduation from high school, including or supplemented by a course in typing, and related commercial coursework at a business college or vocational school.
• Three (3) or more years of responsible office work experience desirable.
• Ability to type forty (40) net words per minute.
• Proficiency in the use of the Microsoft Suite Applications.

• Ability to sit, walk, or stand for long periods of time.
• Ability to reach files and/or manuals
• Ability to exert up to 10 pounds of force occasionally or negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects.
• Ability to use computer and office equipment.
• Work is mostly inside office work.
• May involve working with people who are experiencing grief and mourning.