Records Specialist Clerk

The function of the Police Department is to provide quality professional services to those who live, work, invest or visit our community; protecting lives and property from harm through continuous community relations and education, emergency services, and non-emergency services.

Under general supervision, the Records Specialist Clerk performs diverse and responsible statistical, keyboarding and clerical duties requiring individual judgment, initiative, and specialized knowledge in carrying out procedures and applying laws and regulations. It is imperative job duties are performed with respect, integrity, objectivity and in the best interest of the City.  This position requires a high level of confidentiality. All City employees are expected to be honest and truthful at all times.

Work Environment:
The work environment and physical demands characteristics described here are representative of those an employee encounters while performing the essential functions of this job. On a frequent basis, must have the ability to stand, walk, sit, talk, and reach with hands and arms and occasionally lift, bend, stoop, and retrieve files and boxes weighing up to 25-30 pounds. Position requires the operation of office equipment and required repetitive hand movement and fine coordination including use of computer equipment. May be required to travel to other location within the City of Sheboygan for meetings. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. 

1. Transcribes, analyzes, and reviews reports for quality assurance and to classify for IBR (Incident Base Reporting), according to reporting guidelines.
2. Processes and prepares paperwork for Court Services, to include misdemeanor and felony arrests, and enter onto appropriate logs (i.e., DA Log, Arrest Log).
3. Accounts for and reviews all arrest records and investigation reports to assure accuracy and completeness and enters all arrest information and dispositions into the department's computer system; reviews and interprets criminal complaints.
4. Compiles the monthly Uniform Crime Report, researches and organizes other complex statistical records, and types correspondence.
5. Performs necessary tasks to process parking tickets through the MUNIS financial system.
6. Develops, maintains responsibility for, and recommends needed improvements on an efficient filing system.
7. Adjusts complaints or supplies information explaining involved department procedures, making decisions based on procedures and regulations.
8. Assists the police property officer with data entry of the disposition of property items.
9. Reviews and processes requests from public for arrest/incident information in conformance with applicable Wisconsin Statutes.
10. Initiates active warrant/apprehension request files.
11. Processes animal licensing through Records Management System.
12. Monitors false alarms and process letters accordingly.
13. Assists citizens at front desk, as well as monitor incoming phone calls, entering calls for service into the CAD/RMS. Also receives and screens calls and visitors and acts as an intermediary for supervisors.
14. Processes citations through TRACS.
15. Enters warrants, missing persons, stolen vehicles, articles, guns and any other required data into the TIME information system.
16. Handles cash transactions at the front desk.
17. Assists supervisory personnel with social media posts.
18. Operates and handles the routine upkeep of special office equipment such as printers, photocopiers, microfilm, and digital dictation equipment.
19. Develops and implements procedures for expediting the flow of clerical work.
20. Performs diverse office duties and supervises daily office activities as directed.

Other Duties: 
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

• High School diploma or equivalent required. 
• At least four (4) years of progressively responsible typing and clerical experience required.

• Ability to learn and implement various software programs (MUNIS, SPILLMAN, TIME) and become proficient in their functionality, adapting as software programs change.
• Considerable knowledge of office methods, practices, and data processing equipment.
• Ability to learn the laws, ordinances, and regulations with respect to functions performed within three months.
• Ability to obtain a satisfactory grade on clerical examinations involving English, business math, clerical accuracy, etc.
• High level of proficiency in keyboarding.
• Ability to oversee, coordinate, and lay out work.
• Skill in handling difficult and/or complex office situations.
• Ability to exercise good judgment, courtesy, and tact in receiving office callers and making proper disposition of problems.
• Ability to keep accurate financial records and make reports.
• Ability to communicate effectively in written and verbal form required. 
• Ability to prepare and maintain accurate and complete reports and records.  
• Knowledge of basic budgeting principles required.
• Ability to act, make decisions, and justify action based on logic, good judgment, and rational thought.

Post Job Offer Requirements: Job offers for this position are contingent on the individual passing a pre-employment background check.

Salary : $44,304