Part-time Records Specialist
City of Sun Prairie
Sun Prairie, WI
Part-time
Administration / Clerical
Posted on March 17, 2023
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. | |
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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.
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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.