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Administrative Assistant

Apply now Job no: 498266
Work type: Full-time
Location: Oshkosh Campus
Categories: University Staff

Working Title: Administrative Assistant
Official Title: University Services Associate 2
Employment Class: University Staff
FTE: 1.0
Compensation: $15.00 - $19.00 / hour
FLSA Status: Non-Exempt
Terms of Employment: Continuous
Position Summary:

The Administrative Assistant works within the organizational structure of the UW Oshkosh Police Department and reports directly to the Records and Communications Supervisor.

This position is responsible for the overall records organization and maintenance in the UW Oshkosh Police Department. This position is also responsible for overseeing communications that flow into the police department from the general UW Oshkosh Police Department email account.

This position assists in the oversight of the Body Warn camera program, Federal and State reporting requirements, open records requests and dissemination, onboarding of new department employees, and the financial transactions for UWOPD.


30% Reporting, Compliance & Data Entry

1. Enter and extract data from databases for internal use, federal and state reporting and Clery (Crime Data, Annual Report, etc.).
2. Review and score reports for Federal and State reporting requirements.
3. Coordinate with other UWO employees who have similar responsibilities in areas of reporting.
4. Lead and manage the development of department publications such as the Annual Report, Quarterly Data publications, etc.

30% Open Records

1. Maintain knowledge of laws that affect privacy, records retention, and release of information.
2. Receive and manage all requests for open records at UWOPD.
3. Maintain, receive and disseminate records per State and Federal guidelines.
4. Comply with Wisconsin Open Records laws.
5. Organize and maintain UWOPD records.

25% Office Operations and Support

1. Track the fiscal operations of all UWO Police accounts.
2. Complete appropriate paperwork for all accounts receivable and accounts payable to include TTR requests, Department Actions Requests and other funds transfer activities.
3. Coordinate any office maintenance requests or IT related communication to and from the UWOPD office.
4. Order supplies and maintain an inventory for the UWOPD office.
5. Manage UWOPD's campus keys, check-outs, authorizations to be in buildings, etc.
6. Coordinate meetings, communications (as needed) and events for UWOPD leaders.
7. Prepare records utilized for court duties.

15% Training & Communications

1. Provide training to UWOPD personnel relating to records retention, Federal and State reporting and other areas within the areas of your responsibility.
2. Work closely with the Dean of Students, local police agencies, other UWOPD personnel (including risk management and parking services) and other community partners.
3. Gather and submit documents to appropriate partner agencies (DOT, District Attorney, OPD, Dean of Students, etc).
4. Attend staff meetings, training and in-service.
5. Serve as the Employing Unit Coordinator (EUC) for UWOPD, to include Parking Services, and oversee tasks related onboarding and offboarding of employees. 

5% Miscellaneous Duties

1. Maintain UWOPD office equipment
2. Serve as a Notary for UWOPD
3. Other duties as assigned.

Required: 1. Demonstrated strong written and oral communication skills
2. Demonstrated ability to organize information, prioritize tasks and maintain deadlines
3. Demonstrated ability to organize a team to accomplish tasks and maintain deadlines and checkpoints for all team members.
4. Demonstrated ability to use a computer, perform data entry and retrieval, word processing (MS Word), spreadsheet and database skills (MS Excel), and other experience with data entry programs
5. Ability to learn and maintain information about new software applications
6. Ability to work weekends, holidays and hours outside of normal business hours
7. Must be proactive and team-oriented
8. Must have at least two years of experience in a customer service related field
9. Must be of good character, able to pass an extensive background investigation and be able to maintain confidential information appropriately
10. Knowledge of Wisconsin court system procedures.
11. Knowledge of department, rules, policies, and procedures.
12. Demonstrated commitment to equity, diversity, and inclusion
Preferred: 1. Previous experience working in a law enforcement setting
2. Knowledge of Federal and State reporting requirements
To Apply:

Applicants must submit the following documents using the online application:

Cover letter, resume, and three professional references.

For questions regarding your application and additional options to apply, contact Human Resources at or 920-424-1166.

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in 2021. Job duties and responsibilities will remain the same. For more information please visit:

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by April 20, 2021 at 11:59 PM are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Legal Notices:

AA/EO Statement
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

DEI Statement
Diversity drives innovation, creativity, and progress. At the University of Wisconsin Oshkosh, the culture, identities, life experiences, unique abilities, and talents of every individual contribute to the foundation of our success. Creating and maintaining an inclusive and equitable environment is of paramount importance to us. This pursuit prepares all of us to be global citizens who will contribute to the betterment of the world. We are committed to a university culture that provides everyone with the opportunity to thrive.

Reasonable Accommodations
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Work Authorization
The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see, or call UWO Police Department, at (920) 424-1212 for a paper copy.


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Equal Opportunity and Affirmative Action Employer

All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

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Reasonable Accommodations

The University of Wisconsin Oshkosh is committed to the full inclusion of all qualified individuals. As part of this commitment, UW Oshkosh will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Office of Human Resources, Equal Opportunity, Equity & Affirmative Action, (920) 424-1166 or