Job Description

Posting number: 2026.31.197.26

Department: Police Department

Division: Police Department

Job classification: Record Clerk

Posting type: Open

Categories: Administration, Clerical & Data Entry, Law Enforcement, Professional, Customer Service, Office and Administrative Support

Summary

CITY DIVERSITY STATEMENT:

The residents of Janesville choose this community, not just as a place to live, but as a place to realize life’s opportunities. We strive to sustain a community culture where differences are recognized, understood, and appreciated. As such, the City of Janesville recognizes the importance of developing an environment where diversity is not merely accepted but embraced and celebrated. As public servants, we believe everyone has the right to be treated with dignity and respect. To this end, we will diligently recruit and retain the most talented employees in an environment that fosters maximizing one’s potential. Therefore, we encourage individuals from all backgrounds, perspectives, and experiences to consider employment with the City of Janesville and serve the residents of “Wisconsin’s Park Place.”

OBJECTIVE:

Under the direct supervision of the Records Supervisor, this civilian position performs a variety of specialized clerical duties and data entry in support of the Police Department. Responsibilities include typing, transcribing, and processing paperwork for court to include documents, typed dictations, correspondence and police reports This position also provides professional, courteous, and efficient customer service that includes answering, screening, and directing incoming calls and addresses inquiries from the general public at the front lobby.

SHIFT DAY/TIME

Each shift will work a rotating color day that follows a 5-2, 5-3 schedule (5 days on - 2 days off, 5 days on - 3 days off). Work schedules include weekends, holidays and occasionally overtime. All work schedules are subject to temporarily or permanently change depending on staffing levels and department needs.

2nd shift hours: 2:30PM – 11:00PM

RELATIONSHIPS:

Reports to: Records Supervisor

Has no regular supervisory duties.

Has regular work contacts with Department, Division, and Office heads, City employees, volunteers, outside law enforcement agencies, the business community, service groups, and the general public.

Examples of duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by the incumbent. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Accurately types reports, complaints, letters, warrants, forms, memos, indices, and similar public safety materials; accurately and efficiently transcribes reports or correspondence from digital recordings.
2. Files reports, records, forms, and similar material, alphabetically, numerically, or according to other predetermined classification in a secure and confidential manner.
3. Maintains records management system ensuring accurate data entry, storage, and access; maintains compliance of records management system with various federal and state requirements.
4. Assists citizens requesting police service or department information.
5. Assists the public, either in person or via telephone, by answering non-emergency related questions, screening and referring calls, completing Teleserve reports, or taking and relaying messages as appropriate in an efficient, courteous, and professional manner.
6. Accepts monies and payments and issues receipts for parking tickets, bond payments, donations, records release, and photocopies; may include depositing found or seized monies.
7. Receives, distributes, and processes mail for the Police Department.
8. Gathers, reviews, and provides records information to Police Department employees, the public, and news media; applies redactions in response to requests for information from reports, photographs, or videos for a variety of offenses that are sensitive or criminal in nature, including violent crimes and suicides, in accordance with state statute.
9. Distributes police reports to appropriate work units including federal, state, county, and outside law enforcement agencies.
10. Duplicates, assembles, and collates various police reports for the Court Officer, District Attorney, City Attorney, City Departments, and outside law enforcement agencies.
11. Obtains information over the telephone or online reporting system and prepares reports of minor incidents as required by Teleserve.
12. Inputs public safety data into computerized systems, i.e., incidents, arrests, dispositions, warrants, traffic accidents, traffic citations, parking tickets and payments; verifies data for accuracy, completeness, and format.
13. Retrieves data/information from confidential public safety computer systems as needed.
14. Enters and updates information into the Wisconsin Department of Justice Crime Information Bureau (CIB) and National Crime Information Center (NCIC) with accurate information including, but not limited to, wanted, missing and unidentified persons; stolen weapons; stolen vehicles, boats, articles, and securities; communicates entries to outside law enforcement agencies; validates the information to maintain regulatory compliance.
15. Follows all safety regulations, policies, and procedures; reports all unsafe conditions and acts to supervisor; reports all accidents to the supervisor immediately whenever possible; follows recognized safe work practices.
16. Performs other special projects and other job duties as assigned or required during regular and non-business hours.
17. All employees may be assigned by the City Manager or their designee to perform duties and assume responsibilities that are outside the scope of their work duties when the City Manager has declared a City disaster or the City Emergency Operations Center has been initiated.

Qualifications

The requirements listed below are necessary to perform the essential duties of the position.

1. A high school diploma or equivalent is required.
2. A minimum of one (1) year of administrative or clerical experience and data entry/database support experience is required.
3. Access to personal or public transportation for job-related duties.
4. Must pass thorough background investigation that includes no felony convictions.

OTHER QUALIFICATIONS

The qualifications listed below are preferred but not required to perform the essential duties of the position. The absence of these qualifications on a candidate’s application does not preclude them from consideration.

1. Prior experience in a law enforcement agency is desired.

A combination of equivalent experience and/or education as determined by the Human Resources Office may be considered in lieu of minimum requirements.

COMPETENCIES

For successful performance in this position, the incumbent must demonstrate the following knowledge, skills, abilities, and behaviors

Knowledge:

1. Working knowledge of modern office practices, procedures, and techniques in applying state and federal laws, codes, and regulations governing Police records management.
2. Working knowledge of records management, report preparation, and filing methods.
3. Working knowledge of departmental policies, procedures, rules, and regulations

Skills:

1. Organizational and time management skills to prioritize duties and accomplish a high volume of work product while adapting to constant changes in priority.
2. Exceptional communication skills, paired with a strong customer service background, and effective interpersonal skills.
3. Collaboration skills to effectively work with others to achieve common goals through communication, teamwork, and problem-solving.
4. Accurate record-keeping and data-reporting skills to prepare and present reports.
5. Intermediate level of technical proficiency in Microsoft applications, including computer applications and software such as Microsoft Office and Adobe Acrobat.

Abilities:

1. Ability to transcribe digital files, proofread, and compose routine correspondences and reports in a clear, concise, logical, and effective manner, utilizing proper grammar, spelling, punctuation, sentence structure, and tone.
2. Ability to work under pressure in a fast-paced environment with fluid priorities, frequent interruptions, and multiple, sometimes competing, work assignments, with accuracy and attention to detail.
3. Ability to comply with all safety policies, practices, and procedures, and report all unsafe activities or conditions to supervisor.
4. Ability to comprehend and interpret state statutes, county laws, City ordinances, and department policies and procedures.
5. Ability to manage stress in a multitude of forms and maintain a balanced perspective while typing sensitive and intimate information of a criminal nature, including sexual assaults, homicides, and other violent crimes.
6. Ability to maintain files in a filing system per set procedures.
7. Ability to type a minimum of sixty (60) words per minute.
8. Ability to comply with all safety policies, practices, and procedures, and report all unsafe activities to supervisor.

Behaviors:

1. Establish and maintain effective working relationships with Department, Division, and Office heads, City employees, volunteers, outside law enforcement agencies, the business community, service groups, and the general public.
2. Exhibit exceptional professionalism, tact, and decorum in all areas of work duties.
3. Strong ethics base built upon integrity, honesty, initiative, and respect; maintain strict confidentiality.
4. Interact positively with a diverse group of individuals, and work effectively both as part of a team and independently.
5. Embrace and actively promote an inclusive and equitable work environment.
6. Conduct all business and working relationships in an accurate, fair, equitable and highly ethical manner.
7. Work with the public in a fair and consistent manner, maintaining objectivity and excluding personal bias while performing job duties
8. Reliable, timely, and proactive in the completion of duties, meeting deadlines and responding to inquiries.
9. Work with others in a positive and supportive manner to solve problems, generate ideas, and accomplish division and City goals.
10. Maintain composure and calmly deal with stressful situations, difficult people, and at times, challenging situations.

Supplemental information

EQUIPMENT, INSTRUMENTS OR MACHINES:

Machinery and equipment including personal computer, phones, fax machines, printers, copiers, 10-key calculator, camera, video equipment, specialized software, light mechanical equipment, cash register, and scanners.

WORKING CONDITIONS AND PHYSICAL FACTORS:

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.

While performing the duties of this job, the employee regularly works in an office environment. An individual in this position is frequently involved in sedentary work, which requires sitting for the majority of the time. This position occasionally walks, stands, stoops, kneels, crouches, crawls, and exerts up to 25 pounds of force by lifting, carrying, pushing, or pulling objects. The employee is frequently required to see/observe, talk/speak, and listen/hear; use their hands to finger, handle, feel or operate objects and equipment; repetitive arm, wrist, hand, and eye movements are included. There is frequent twisting, reaching, wrist turning and grasping. The employee may be required to climb or balance.

Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus. Hand-eye coordination is necessary to operate computers and various pieces of equipment. Employee is required to use cognitive ability to reason, analyze and verbalize thoughts and ideas. Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes and sounds associated with job-related objects, materials, or tasks.

The employee will spend the majority of the work shift inside the police department speaking with other employees or meeting/speaking with the public. The working conditions are comfortable. The noise level is generally quiet to moderately noisy.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position, or is responsive to the needs of the City of Janesville.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The City of Janesville, Wisconsin, is an Equal Employment Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.