Office Manager

This position provides administrative and clerical services for the Police Department and supervises the administrative staff.

Supervision
Received: Chief of Police
Exercised: Supervises full time and part time employees.

Schedule: M - F 8:00am - 4:30pm
Starting salary: Depending on qualifications, $29.7416 - $35.7242/hour ($61,862.60 - $74,306.26 annually)
Initial interviews: TBD for those selected to move forward in the process
Tentative start date: 3/3/2026
Explore the City's benefits here: City of Waukesha Benefit Guide

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. Serves as the primary resource point for employees, Council members, citizens or visitors, answering policy, procedural, informational or technical inquiries, requiring the use of independent judgment and discretion in the release of confidential and/or sensitive information.
2. Provides administrative support to the Police Chief and members of the Police Department; greets visitors and answers inquiries; provides information; answers phones and routes calls; types letters and other documents; maintains filing system.
3. Maintains confidential files including the Chief's private calendar and schedule; assists Department personnel with Family Medical Leave paperwork; manages personnel medical and employment files including disciplinary records.
4. Prepares correspondence requiring discrimination and judgment in the selection of data or interpretation of laws, rules or policies.
5. Assists with the formulation, coordination and execution of the Patrol Officer hiring process.
6. Assists with the interview process for prospective administrative personnel.
7. Assigns and supervises the work of administrative and clerical assistants, provides training; conducts annual performance evaluations.
8. Uses City-wide accounting system to monitor budgets, track payments, research payment history and correct any errors.
9. Assists in the preparation of the annual budget.
10. Maintains and updates payroll and overtime/timesheets for all Department employees; prepares and approves payroll bi-monthly for the Department.
11. Prepares all invoices for payment, including back-up documentation; verifies invoice amounts and processes for payment or requisition and approval.
12. Deposits revenue checks received from various sources.
13. Establishes and maintains Department filing system in accordance with City Records Management Program and Accreditation requirements.
14. Establishes and maintains Department databases.
15. Schedules and coordinates meetings.
16. Performs research, prepares reports and analyzes data as requested.
17. Prepares agendas and minutes for committees, commissions and staff.
18. Coordinates retirement parties and other major Department activities.
19. Coordinates swearing-in ceremonies and assures attendance by key personnel.
20. Performs notary duties for Department employees.
21. Performs related duties as assigned.

Graduation from high school and additional college coursework in office or business administration, Associate's degree preferred, and 4 - 6 years of experience in a Police Department or other office environment; or any equivalent combination of training and experience which provides the following knowledge, ability and skills:
Knowledge of

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

• Multitask and prioritize workload.
• Assign and supervise the work of others.
• Work independently with minimal supervision.
• Work with sensitive information and maintain confidentiality.
• Develop clear and comprehensive reports.

• Establish and maintain effective working relationships with supervisors, coworkers and the general public.

• Oral and written communications.
• Public relations.
• Organization and attention to detail.
• Dealing courteously and professionally with others.
• Typing at a minimum speed of forty (40) WPM.

• Ability to pass criminal and financial background check.

• 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; 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 must occasionally lift and/or move up to 25 pounds.