What are the responsibilities and job description for the Information Clerk position at City of Madison, WI?
Madison Police Department (MPD) is committed to making police services accessible to all members of the community and the Information Clerk in Records Services is an essential part of receipt and delivery of MPD public records. MPD is also committed to high quality customer service and the Information Clerk in the Records Services unit is the front line for customer service for MPD both with public records requests and fingerprinting services.
This position processes a high volume of police public records requests and provides related customer service. Proper handling of public records requests has legal implications for the Madison Police Department and the City of Madison. The Police records management system contains records that are confidential under Wisconsin and Federal law. This position receives and sends out public records requests that have been reviewed and redacted by others. In addition, this position receives requests for calls for service/police contacts and enacts basic redaction on these records under supervision.
This position has regular contact with the public in person, over the phone, and via email. This position requires communication with other law enforcement agencies and other government agencies regularly. This position works with a variety of public records mediums including police reports, video, audio, and microfilm. This position requires the ability to navigate decades of records in a variety of mediums. The successful candidate will be able to work both independently and as part of a team, have critical thinking skills, be able to perform a variety of customer service tasks, understand and maintain strict confidentiality regarding any records viewed at work, and be comfortable with more specialized computer systems.
Work hours: 38.75 hours per week. 8:00 am to 4:30 pm, Monday through Friday.
THIS RECRUITMENT WILL BE USED TO FILL OTHER VACANCIES THAT OCCUR IN THIS CLASSIFICATION IN THE POLICE DEPARTMENT THAT MAY ARISE OVER THE NEXT SIX (6) MONTHS. SUCH VACANCIES MAY BE PERMANENT FULL-TIME OR PART-TIME.
ALL APPLICANTS WILL BE CONSIDERED FOR THIS POSITION. DEPENDING ON THE NUMBER OF QUALIFIED APPLICANTS, RANDOM SELECTION MAY BE USED TO DETERMINE WHO MOVES FORWARD IN THE PROCESS.
The City of Madison is a qualified employer for the Public Service Loan Forgiveness Program.
The City of Madison is an equal opportunity employer functioning under an affirmative action plan. We value diversity, equity, inclusion, and belonging. Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply!
Administrative Process of Public Records Requests-Police Reports
- Locate police incident or report records.
- Log received requests accurately in a City Attorney required electronic log.
- Work efficiently to fulfill public records requests in a timely manner.
- Route records requests for review to the appropriate staff. This includes the ability to determine special urgency of a request based on collected information.
- End process public records requests, including updating the required log and scanning and uploading of the accurate records to the records management system.
- End process public records requests externally, including copying or scanning of the documents at a level to ensure redactions are preserved, reaching out to the customer, arranging receipt of the records with the customer, and sending the records out in the agreed method.
- Accept payment, including credit card information, for records through the City of Madison payment software.
- Determine the existence of requested electronic records, including photo, video, and audio, and locate the records.
- Locate electronic evidence records for photos requests by searching the records management system and requesting location information from Forensic Services Unit (FSU) for the photo server. Once located, make the appropriate request from FSU for a copy of photos.
- Locate electronic records for public records audio requests by checking the records management system, the dictation software, and the police video/audio records management system. Once located, make the appropriate request from FSU for a copy.
- Locate electronic records for public records requests for video through the City server (FSU request), in the police video records management system, through the county coordinated drug task force, or in the records management system. Once located, make the appropriate request from FSU for a copy.
- Track current electronic evidence public records requests by maintaining pending requests for reply from FSU for routing to the Records Custodian or Program Assistants for review.
- End process public records requests, including accurately updating the required log, reaching out to the customer, arranging receipt of the records with the customer, and sending the records out in the agreed method.
- Accept payment, including credit card information, for records through the City of Madison payment software.
- Scan various records into the records management system, verifying information is accurate and in the correct case file.
- Produce ID badges for MPD employees.
- Participate in the modernization and management of electronic records through the digitization of microfilm records.
- Locate and produce Certified Reports upon request.
- Receive US Mail and MPD Records voicemail and correctly route non-records mail, including subpoenas, subpoena reimbursement payment, and other communication sent to MPD Records.
- Fingerprint customers by using the federally approved computer program to “acceptable” level by the Federal Bureau of Investigation and successfully filling out fingerprint paperwork brought in by the customer from a variety of sources, i.e. country of Dubai, US State Department, FBI, etc.
- Fingerprint in ink to a level that is determined “acceptable” by the Federal Bureau of Investigation.
- Fingerprint new MPD employees and other City of Madison employees with positions that require complex background checks.
- Scan or import other documents associated with cases.
- Other duties as assigned.
- Two (2) years of responsible clerical experience, at least six (6) months of which must have involved customer service work.
- Associate's or Bachelor's degree may be substituted for all experience requirements.
Two (2) years of experience in applying the following:
- General clerical methods and procedures.
- Office terminology and equipment.
- Departmental policies, procedures, and functions.
- Related City services and/or community resources.
For a complete list of the Knowledge, Skills, and Abilities, please see the class specification.
- Ability to meet the transportation requirements of the position.
- Transaction Information for the Management of Enforcement (TIME) certification must be obtained within six (6) months of hire and must be re-certified every two (2) years. Because of this certification, a thorough background check, including fingerprints, will be performed on the selected candidate. A candidate who does not meet FBI guidelines will be disqualified.
- Ability to sit or stand for long periods of time.