Police Records Specialist

City of SunPrairie; Town of Sun Prairie (WI); On-site; USD 36,000 - 48,000; Full time

Job summary

City of Sun Prairie is recruiting a Records Clerk to support the Police Department. The role focuses on greeting visitors, answering general inquiries, and directing questions to the assigned supervisor for more information and services.

The position also involves clerical duties to compile, record, and file daily information for quick access. Responsibilities include maintaining records, data entry, preparing basic statistical reports, updating mailing lists, and handling open records requests.

Qualifications

• Associate degree or technical/business school training preferred.
• High school diploma or equivalent with clerical and mathematics coursework.

Responsibilities

• Greet visitors and provide information about police department services.
• Receive and route phone calls and inquiries to appropriate City personnel.
• Maintain records and files for police programs and projects, including basic statistical reports.
• Perform typing tasks and data entry, and transcribe where needed.
• Input information into/open records databases and train others on usage.
• Update social media for the department and prepare PowerPoint presentations.
• Review video footage, redact as necessary, and ensure compliance with open records laws.
• Prepare mass mailings and manage related copying and mailing tasks.
• Support Records Bureau with reports, forms, and records management systems.

Skills

Typing 45 wpm

Discretion

Education

High school diploma or equivalent

Tools

MS Office

Job description

Ensures that the general public is provided with prompt and accurate information pertaining to services by furnishing facts and directing the inquiries to the assigned supervisor for additional information and service. Ensures that information is processed in a prompt and accurate fashion by performing clerical work including the compiling, recording and filing of daily information, thereby, enabling quick access.

• October 29, 2026: Announcement of Open Process
• November 15, 2026: Application Deadline - HR to review applications for minimum qualifications
• Week of November 16, 2026: Review and Rank Candidates
• Week of November 30, 2026: Panel Interviews, Candidates Typing Test and Records Overview
• Week of December 7, 2026: Final Interview - Forward to Background Investigations
• Week of January 4, 2027: Background Summaries received from Detective Bureau
• Week of January 4, 2027: Conditional Offer Extended
• Week of January 11, 2027: Medical Testing
• January 18, 2027: Anticipated Start Date

*These dates are tentative and are subject to change. If the timeline changes, applicants will be notified*

• Greets visitors and provides basic information pertaining to the services provided by the police department. Provides additional information when requested, and answers general inquiries.
• Receives telephone calls; receives requests for service; directs the calls to the appropriate City personnel when additional information is requested.
• Maintains records and files for police department programs and projects. This includes compiling and preparing basic statistical reports pertaining to services provided by the department.
• Performs considerable typing, including entering data into a computer system and transcription work where appropriate.
• Input information into and maintain database used for open records requests. Train others in the use of this database and standards of open record requests.
• Updates and monitors social media sites for the department.
• Prepares Power Point presentations as requested.
• Review squad and body camera video footage and redact as necessary for release.
• Updates mailing lists and sends form letters and related information for mass mailing. This includes preparing the material to be sent out and making the copies necessary by using photocopy equipment.
• Reviews records and information to determine compliance with open records requests as outlined by department policy/procedures, and State law.
• The position may operate office machines, as well as open and distribute mail.
• Collects, balances and accounts for monies collected or due the city, including payments for citations.
• Creates calls for service when citizens need assistance.
• Must ensure reports are NIBRS/WIBRS compliant.
• May perform duties of Records Secretary classification - provides considerable typing, including specifications and instructions to bidders, letters, documents and reports from rough drafts, marginal notes, or verbal instructions. Transcribes from a dictating machine. Responds to requests for information received in the mail.
• May be assigned to special projects when required. Prepares reports and recommendations on matters pertaining to the Records Bureau and/or the Department’s records management system.

Extensive technical or specialized training such as that which would be acquired by an associate degree or two years of technical or business school. Less than one year of administrative or clerical experience is required.

Knowledge of

• MS Office applications including Word, Excel and Power Point.

Ability to

• Understand and execute oral and written instructions.
• Maintain accurate records and comprehensive confidential files, which requires a high school diploma or equivalent with clerical and mathematics courses, and several years of general office clerical experience.
• Read, understand, and apply WI Open Records Laws to requests for release of information.
• Gather information, make computations, and assist in department activities. Must be able to maintain confidentiality.
• Make work-related decisions in accordance with department policies and regulations with a minimum of supervision.
• Type 45 wpm measured by a net score on a standard typing test.
• Flexible and able to adapt to a fast-paced office environment.

Skill in

• High level of detailed data entry, typing, and discretion is needed.
• Special attention to detail

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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 and the ability to adjust focus.
• While performing the duties of this job, the employee frequently is required to stand and talk or hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms.
• The employee must be able to travel to equipment locations throughout the city, in order to access equipment.
• The employee is occasionally required to walk; sit; climb or balance; stoop, kneel, crouch, or crawl.

• The employee must frequently lift and/or move up to 25 pounds.

The above is intended to describe the general content of the requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.