Now Hiring – Police Dept. Executive Assistant
EXECUTIVE ASSISTANT
HOLMEN POLICE DEPARTMENT
The Village of Holmen is accepting applications to fill a full-time position in the Police Department for an Executive Assistant. See below for a complete job description. The pay range for this position will be $21.46 – $33.66. If interested, please direct a cover letter outlining your interest in the position, along with the official Village Application (available at www.holmenwi.gov or at the Police Department M-F 8am to 4:30pm) and personal resume, and any supportive documentation or certification by 4:30pm, June 12, 2026, to Shane Collins, Chief of Police, SCollins@holmenwi.gov, or 119 Wall Street W., Holmen, WI 54636.
CLASSIFICATION: Executive Assistant
RANK: Civilian
COMPENSATION: Pay Grade 6
SUPERVISOR: Senior Executive Assistant (SEA)
Position Summary: Acts as confidential secretary to Chief of Police, Lieutenant and SEA. Provide direct support to administrative personnel within the department; reviewing and revising department outgoing correspondence and reports. Maintains confidential records. Responsible for maintaining efficient records data entry storage and retrieval for law enforcement purposes in accordance with Federal, State and local laws and ordinances. Creates and maintains programs to analyze operating practices, record keeping, forms control, office layout, and budgetary requirements affecting day-to-day operations and long-term goals. Processes records request, including record and video redaction. Processes incoming and outgoing mail. Ensures operation of equipment by maintaining, scheduling repairs, and researching and recommending new equipment to Chief of Police. Is responsible for gathering and organizing data for statistical purposes and reports (management information Uniform Crime Reports and other specialized reports.) Maintains adequate office supplies stocks and equipment in support of department requirements. Compiles monthly data reports for Chief of Police.
Additional Duties and Responsibilities:
• Participates in the development and implementation of policies, procedures and guidelines pertaining to the retention and dissemination of department records, data and reports.
• Uses computer software available. Has the knowledge and ability to develop, manage and have the responsibility for law enforcement computer applications for police records, filing and information retrieval systems.
• Manages record data bases and data entry, including compliance with State law and department policies. May assist in establishing procedures for records entry, storage and retrieval.
• Processes records request and ensures proper redaction of documents and video as required by law.
• Responds to special requests as required and as authorized by State law, local ordinances and departmental policy.
• Review officers’ reports for spelling, grammar, correct statutes.
• Be able to transcribe reports and ensure reports are directed to the proper personnel.
• Enter reports and citations in computer system, validate reports on monthly basis and send to state.
• Troubleshoot mobile computers and update software.
• Ensure all confidential documents are handled properly and enter confidential reports into computer system to ensure they aren’t released or seen by unauthorized persons.
• Responsible for running criminal background checks.
• Additional duties include maintaining parking records, processing open records request, downloading and processing audio/video files
• Other duties as assigned by the Chief of Police and Lieutenant and SEA.
Knowledge, Abilities and Skills:
• Ability to coordinate and manage projects.
• Ability to manage time effectively and work under pressure.
• Experienced with grammar, spelling, and punctuation.
• Ability to establish and maintain effective working relationships with fellow employees and members of the public.
• Ability to prepare and maintain accurate and complete records, files, and reports.
• Ability to transcribe dictated reports and taped statements.
• Ability to communicate effectively orally and in writing.
• Ability to read and interpret documents such as state, federal, and local statutes and procedure manuals.
• Skill in recognizing problems and developing solutions.
• Skill in utilizing word processing and database software.
• Knowledge of computer systems, software systems, and integrated technology.
• Knowledge of laws and policies relating to the release of public records and the use of redaction software for processing public record requests.
• Ability to work unsupervised and maintain confidentiality at all times.
• Ability to work independently and as a team.
• Ability to pass a background check and maintain TIME certification.
• Ability to operate general office equipment.
• Ability to use MS Office software including Word, Excel, Outlook, and PowerPoint.
• Ability to effectively communicate to public by telephone and in person at office.
Desired Minimum Qualifications, Education and Experience
• High school graduate with minimum two years clerical or administrative experience.
• Typing skills with at least 60 WPM.
• Familiarity with MS Office software including Word, Excel, Outlook, and PowerPoint.
• Experience with computer networks, operating systems, and modern communication technologies, with special emphasis on the impacting areas of expertise.
Physical Abilities
• While performing the duties of this job, the employee is regularly required to sit, reach with hands and arms, use hands and fingers, talk and hear. The employee is frequently required to handle or feel objects or controls and stand, walk, kneel, or crouch. The employee is occasionally required to climb stairs, and lift objects weighing 20lbs or less.
• The employee must be able to sustain prolonged visual and audio concentration associated with computer screens and audio/visual recording devices.
Environmental Adaptability
• Work will primarily be performed in an office environment where heating and cooling is regulated.
