Police Records Specialist

City of Sun Prairie•Sun Prairie, WI

7d•Onsite

About The Position

The Police Records Specialist provides the public with prompt, accurate information about police department services and directs inquiries to the appropriate personnel. The role performs clerical and records work, including compiling, recording, and filing information to support quick access and accurate department records. Duties also include processing open records requests, maintaining related databases, and supporting the Records Bureau and department records management system. The position primarily works in an office setting and may operate office machines and travel to equipment locations throughout the city. The City of Sun Prairie states its commitment to advancing equity, honoring its diverse identity, and creating an inclusive culture. Reasonable accommodations may be made for individuals with disabilities to perform the essential functions.

Requirements

Extensive technical or specialized training, such as an associate degree or two years of technical or business school.
Less than one year of administrative or clerical experience is required.
Knowledge of Microsoft Office applications, including Word, Excel, and PowerPoint.
Ability to understand and execute oral and written instructions.
Ability to maintain accurate records and comprehensive confidential files; the description associates this with a high school diploma or equivalent, clerical and mathematics courses, and several years of general office clerical experience.
Ability to read, understand, and apply Wisconsin Open Records Laws to requests for release of information.
Ability to gather information, make computations, and assist with department activities.
Ability to maintain confidentiality and make work-related decisions in accordance with department policies and regulations with minimal supervision.
Typing speed of 45 words per minute, measured by a net score on a standard typing test.
Ability to be flexible and adapt to a fast-paced office environment.
High-level skill in detailed data entry, typing, and discretion, with special attention to detail.

Responsibilities

Greet visitors, provide basic information about police department services, answer general inquiries, and direct requests for additional information to appropriate personnel.
Receive telephone calls and service requests and route calls to the appropriate City personnel.
Maintain records and files for police department programs and projects, and compile and prepare basic statistical reports.
Type and enter data into computer systems, including transcription work when appropriate.
Enter information into and maintain the database used for open records requests; train others in use of the database and open-records-request standards.
Update and monitor department social media sites.
Prepare PowerPoint presentations as requested.
Review squad and body-camera footage and redact it as necessary for release.
Update mailing lists, prepare mass-mailing materials, make copies, and send form letters and related information.
Review records and information for compliance with open-records requests, department policies and procedures, and state law.
Operate office machines and open and distribute mail as needed.
Collect, balance, and account for money collected or due to the City, including citation payments.
Create calls for service when citizens need assistance and ensure reports are NIBRS/WIBRS compliant.
Perform duties of the Records Secretary classification as assigned, including typing documents from drafts, notes, or verbal instructions, transcribing dictated material, and responding to mailed requests for information.
Undertake special projects as assigned.
Prepare reports and recommendations on matters related to the Records Bureau and the department’s records management system.