Job Description

Salary: $25.11 Hourly Location : Sun Prairie, WI Job Type: Full Time Job Number: 2025-19 Department: Police Opening Date: 07/21/2025 Closing Date: 8/10/2025 11:59 PM Central The City of Sun Prairie is currently accepting applications for a Police Records Specialist. Currently, we have one (1) full-time vacancy. Who we are as an Employer? We are the second most populous municipality in Dane County and is home to over 38,000 residents. A vibrant and thriving community, Sun Prairie is known in the region for it's high quality of life, It's excellent parks and recreation program, historic downtown, it's exceptional public school system, and progressive approach to the development and redevelopment of the community. The City of Sun Prairie is committed to advancing equity, honoring our diverse identity, and creating an inclusive culture. These serve as our guiding principles every day in all that we do. Timeline of important events: July 21 - Announcement of Position August 10 - Application Deadline Week of August 25th - First round interviews Week of September 1st - Top two candidates will complete a typing test and sit in with the records team Week of September 8th - Background investigations begin Week of October 6th - Notification of Pre-employment conditions and offer October 27th - Anticipated start date Essential Job Functions Scope of Work: 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. 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. Requirements of Work Requirements of Work 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. Necessary Special Requirements This position requires a NIBRS certification, and TIME certification Other Job Functions Other Job Functions 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. Physical Demands 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 City of Sun Prairie is committed to advancing equity, honoring our diverse identity, and creating an inclusive culture. These serve as our guiding principles every day in all that we do. Keep us accountable to this mission and join us in this commitment to a thriving Sun Prairie, as you live, work, and play. If you need an accommodation during the hiring process, please contact Human Resources at 608-825-1174 or Learn more about our Benefits by visiting our website:

HEALTH INSURANCE

The City provides 100% premium payment for single or family coverage through Group Health Cooperative Select HMO plan or PPO Plan for those living outside the coverage area. Coverage begins the 1st of the month following date of hire. (i.e.; DOH=January 2nd, coverage begins February 1st) ACCESS TO OUR EMPLOYEE WELLNESS CLINIC - myspwellnessclinic.org

DENTAL INSURANCE

Delta Dental The City provides 100% premium payment for single or family coverage. Coverage begins the 1st of the month following date of hire

LIFE INSURANCE

State Life Fund- Securian Life The City provides 100% premium payment for basic coverage (1 times annual salary)The employee has the ability to purchase at their expense supplemental coverage, additional coverage (up to 3 units),and spouse/dependent coverage. Eligibility begins 1st of month, following 30 days of employment. (ie; DOH Feb 1st, April 1st coverage begins). Boston Mutual Whole Life Insurance - AFLAC Insurance The employee has the ability to purchase at their expense INCOME CONTINUATION INS - State Fund This benefit provides up to 75% of your average earnings if you become disabled. The City provides coverage up to $120,000 at the 180-day elimination period. Employees can buy down to a shorter elimination period at their expense. Eligibility begins the 1st of the following month.

VISION INSURANCE

Available for the employee to purchase at their own expense. Coverage begins the 1st of the month following date of hire.

RETIREMENT

Wisconsin Retirement System which requires a matching 6.95% employee contribution. Deferred Comp, Traditional or Roth IRA The employee can participate in a 457 Deferred Comp Plan, IRA Traditional or Roth IRA, if they choose.

SICK LEAVE

Accumulation of one day per month. At retirement ability to convert sick balance up to 120 days into a Health Reimbursement Account (HRA).

PAID PARENTAL LEAVE

Employees who meet the eligibility criteria and have a qualifying event, shall receive 240 hours of paid parental leave and 80 hours of paid caregiver leave (prorated for part time). Both run concurrent with Family Medical Leave.

VACATION

Vacation is earned on your anniversary. Upon Start Date - 15 days vacation Completion of 5 years - 20 days vacation Completion of 10 years - 25 days vacation Completion of 15 years - 30 days vacation

HOLIDAYS

The following Holidays are observed: Dr. Martin Luther King Jr. Birthday Memorial Day, Fourth of July Labor Day, Thanksgiving Day the day after Thanksgiving Day, Christmas Eve Day Christmas Day, New Years Eve Day New Years Day. Two Personal Days are given at the beginning of each year (prorated if hired after July 1 and not available if hired after October 1). 01 What is your approximate typing speed (words per minute)? 02 How would you describe your experience level working with public records laws? None Beginner Intermediate Advanced 03 How would you describe your experience level working with confidential or sensitive information? None Beginner Intermediate Advanced 04 How would you describe your experience level working with Microsoft Office - Word? None Beginner Intermediate Advanced 05 How would you describe your experience level working with Microsoft Office - Excel? None Beginner Intermediate Advanced 06 How would you describe your experience level working with Microsoft Office - Publisher? None Beginner Intermediate Advanced 07 How would you describe your experience level working with Microsoft Office - PowerPoint? None Beginner Intermediate Advanced 08 How would you describe your experience level working with Transcription (Audio or Video Files)? None Beginner Intermediate Advanced 09 How would you describe your experience level working with cash handling None Beginner Intermediate Advanced 10 How many years of experience in customer service? Required Question City of Sun Prairie, WI

Job Tags

Hourly pay, Full time, Part time, Flexible hours,

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