Part-time Records Specialist

City of Sun Prairie   Sun Prairie, WI   Part-time     Administration / Clerical
Posted on March 17, 2023
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The Sun Prairie Police Department is currently seeking a part-time Records Specialist. This position performs clerical work to provide information to the general public, and to ensure that the information is processed in a timely and accurate manner. This includes compiling, recording, and filing daily information.

HIRING PROCESS TIMELINE:

March 13th- Job posted
April 2nd- Application deadline
April 5th- Application scoring complete 
April 7th- Skills testing complete 
April 17th - April 21st, first round interviews 
May 1st - May 2, second round interviews & Personal History Questionnaire due
May 3rd - May 22nd, Background investigation
May 26th- Conditional offer extended
May 31st- Medical testing
June 19th- Anticipated start date
*Please be advised that dates are subject to change depending on many factors. All applicants will be notified of all timeline changes, if any*

Essential Job Functions

  • 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. 

Requirements of Work

Extensive technical or specialized training such as that which would be acquired by an Associates degree or two years of technical or business school. One year of administrative or clerical experience is required. This position requires a NIBRS and TIME certification in which can be obtained upon hire.
Knowledge of
  •    Microsoft Office applications including Word, Excel,  PowerPoint, and Publisher.
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 

Other Job Functions

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; and smell. 
  • 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. 


The City of Sun Prairie is committed to advancing equity, honoring our diverse identity, and creating an inclusive culture.  


City of Sun Prairie

300 East Main Street
Sun Prairie , WI
www.cityofsunprairie.com