Records Information Manager

Ashwaubenon, Village Of (WI); Ashwaubenon (WI); On-site; USD 52,000 - 72,000; Full time

Job summary

The Village of Ashwaubenon, WI seeks a Records Supervisor within the Public Safety Records Division to manage administrative support functions and supervise records and files for the Police Department.

You will oversee data entry, retention, and retrieval in compliance with laws, coordinate with TraCS, GENETEC, and TIME systems, and lead clerical staff, ensuring confidentiality and efficient service.

Qualifications

• High school diploma plus business training or equivalent experience.
• Three+ years in data processing or records management.
• Experience supervising clerical staff and handling confidential information.

Responsibilities

• Supervises and directs the Operations of the Public Safety Records Division.
• Gathers and organizes data for statistical reports and compliance reporting.
• Manages record databases; assigns data entry, filing, and retrieval tasks.
• Assists with TraCS and coordinates with GENETEC access control and TIME system.
• Develops policies for retention and dissemination of department records.
• Schedules clerical staff and conducts training sessions.

Skills

Records management

Policy compliance

Data entry systems

Office software

GENETEC access

Communication skills

Staff supervision

Time management

Education

High school diploma with business training

Tools

TraCS

GENETEC

TIME System

Job description

Responsible for the management of the administrative support functions of the department records including the responsibility for exercising supervision over the maintenance, distribution, and control of the records and files of the Police Department. Maintains efficient and effective records data entry storage and retrieval for law enforcement purposes in accordance with Federal, State, and local laws and ordinances along with fire and medical records. Supervise and coordinate the activities of the Records Unit.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following is illustrative of the essential duties of the position and does not include other nonessential or peripheral duties that may be required.

• Supervises and directs the operations of the Public Safety Records Division.
• Maintains effective, efficient record management information system.
• Gathers and organizes data for statistical purposes and reports (management information, crime intelligence, accident data, police enforcement activities, Uniform Crime Report, and other specialized reports) for use by appropriate departmental personnel and authorized Village staff.
• Manages record databases and data entry, including compliance with State law and department policies. Directs and assigns work to subordinates engaged in data entry, filing, and retrieving various police records. May assist in establishing procedures for records entry, storage, and retrieval.
• Assists with the administration and maintenance of the electronic citation and crash reporting software TraCS.
• Maintains users and access levels in the building security software application GENETEC. Coordinates with the School District with additions and deletions of authorized users.
• Participates in the development and implementation of policies, procedures and guidelines pertaining to the retention and dissemination of department records, data, and reports.
• Supervises daily requests for information. Responds to special requests as required and as authorized by State law, local ordinance, and departmental policy.
• Uses computer software available. Has the knowledge and ability to develop, manage and have responsibility for law enforcement computer applications for police records, filing and information retrieval systems.
• Schedules clerical staff, orientates, instructs and trains assigned employees in their basic responsibilities and duties in accordance with departmental policies and procedures.
• Responsible for supervising, evaluating, scheduling, training, and disciplining the clerical employees. Develops and conducts clerical staff meetings and training sessions.
• Serves as TIME System Agency Coordinator (TAC) and TIME System Validation Officer for the department. Ensure that proper procedures and policies are followed when entering, maintaining, and querying information in the TIME system including the Department of Transportation (DOT), Crime Information Bureau (CIB) and National Crime Information Center (NCIC).
• Coordinator-Agency contact person for the various communications center computer system and programs.
• Assists in the hiring process for non-sworn department staff.

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES

• Considerable knowledge and understanding of municipal government, state, and local laws and department policies and procedures.
• Knowledge of modern office equipment, teletype equipment, and computer software and equipment, practices, and procedures.
• Ability to carry out assigned projects without detailed instructions and with a minimum of supervision. Must be able to make critical judgment calls quickly and possess abithe lity to prioritize calls in order or importance.
• Assemble, organize, and disseminate statistical data.
• Maintains effective working relationships with assigned employees, other supervisory personnel, other law enforcement agencies, and the general public.
• Ability to handle stressful situations.
• Strong oral and written communication skills.
• Ability to maintain the confidentiality of information.

MINIMUM EXPERIENCE, EDUCATION, AND TRAINING

• A high school diploma, supplemented by business school training or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
• Three (3) or more years of experience in performing data processing work of a progressively responsible nature.
• Experience in the supervision and training of employees.
• Extensive related experiences in a corporate setting may be substituted for or judged acceptable.
• Confidentiality agreement required upon employment.

PHYSICAL DEMANDS

• Sitting for extended periods of time;
• dexterity of hands and fingers to operate a computer keyboard;
• reaching overhead, above the shoulders, and horizontally, bending at the waist and kneeling or crouching to retrieve files from cabinets and shelves;
• hearing and speaking to exchange information in person or on the telephone; seeing to read various documents related to assigned activities.
• The employee may be occasionally required to push, pull, and lift up to 40 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• The noise level in the work environment is usually moderately quiet.

The first review of application materials will be October 29, 2026. The position will be open until filled.

The anticipated start date for this position is late January 2027. Candidates should be prepared to begin no earlier than this date.