Position Details
Join Our Team!
Records Clerk – City of Janesville Police Department
Full-Time | Non-Union | Non-Exempt
The City of Janesville is seeking detail-oriented, dependable, and customer-focused Records Clerks to join our Police Department's Records Division.
As a vital member of our team, you will perform specialized clerical and data entry duties to support the department's daily operations and ensure the integrity of police records. This position provides professional and courteous service to the public while maintaining confidentiality and accuracy in all recordkeeping functions.
Why Join Us:
At the City of Janesville, we are proud of our welcoming, inclusive culture. We value diversity and believe everyone deserves to be treated with dignity and respect. Our employees serve "Wisconsin's Park Place" with professionalism, integrity, and a commitment to public service.
What You'll Do:
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Prepare, type, and process police reports, court documents, and correspondence.
- Maintain accurate and secure electronic and paper filing systems.
- Provide exceptional customer service to residents and visitors at the front desk and over the phone.
- Process records requests, payments, citations, and public inquiries.
- Enter and verify data in state and federal law enforcement databases.
- Assist with document distribution to law enforcement agencies, courts, and attorneys.
- Handle confidential and sensitive information in accordance with laws and department policy.
What We're Looking For:
Minimum Qualifications:
- High school diploma or equivalent.
- At least one (1) year of administrative or clerical experience, including data entry or database management.
- Strong typing (60+ wpm) and computer skills, including Microsoft Office and Adobe Acrobat.
- Ability to provide excellent customer service in a fast-paced, team-oriented environment.
- Must pass a comprehensive background investigation with no felony convictions.
Preferred Qualifications:
- Prior experience in a law enforcement or government agency.
- Key Competencies Strong organizational and time management skills.
- Excellent communication and interpersonal abilities.
- High attention to detail, accuracy, and confidentiality.
- Ability to remain composed when handling sensitive or stressful situations.
Schedule & Work Environment:
We are hiring for two full-time Records Clerk positions within the Janesville Police Department:
2nd Shift:
2:30 PM – 11:00 PM
3rd Shift:
10:30 PM – 7:00 AM
Both positions follow a rotating 5-2, 5-3 schedule (five days on, two off; five days on, three off), which includes weekends, holidays, and occasional overtime.
Work is primarily performed in an office environment within the Police Department.
Essential Duties:
- Types reports, letters, forms, indices and similar material.
- Files reports, records, forms and similar material, alphabetically, numerically, or according to other predetermined classification.
- Maintains simple clerical and accounting records.
- Assists citizens requesting police service or information.
- Answers non-emergency business telephones, routes calls, refers citizens and provides information.
- Accepts monies and payments and issues receipts.
- Receives and processes mail.
- Provides records information to police department employees, the public and news media.
- Distributes police reports to appropriate work units or departments.
- Prepares police reports for the court officer.
- Obtains information over the telephone and prepares reports of minor incidents as required by Teleserve.
- Data entry into computer system of police information, i.e., incidents, arrests, dispositions, warrants, traffic accidents, traffic citations, parking tickets and payments.
- Retrieves data/information from computer system as needed.
- Transcribes reports or correspondence from digital recordings.
- Maintains CIB/NCIC computer files including validation, enters and deletes items from TIME System.
- Duplicates, assembles and collates various reports.
- Other duties as required or assigned.
Minimum Position Requirements/Qualifications:
- High school diploma.
- Two (2) years clerical experience including word processing.
- Ability to effectively communicate in verbal and written form.
- Ability to properly screen and refer visitors and incoming telephone calls.
- Ability to work independently when required.
- Ability to maintain confidentiality of information.
- Ability to establish and maintain effective working relationships.
- Ability to deal with the public tactfully and courteously.
- Ability to type a minimum of sixty (60) words per minute.
Supplemental Information:
Equipment, Instruments or Machines:
- Computer, printer, copy machine, facsimile, calculator and cash register, transcribers.
Physical Factors:
- Normal conditions of office environment.
How to Apply:
Qualified applicants are encouraged to apply online at:
www.janesvillewi.gov/jobs
Applications will be accepted until the positions are filled.
Our Commitment to Diversity The City of Janesville is an Equal Opportunity Employer. We are committed to recruiting and retaining a diverse workforce and providing reasonable accommodations for individuals with disabilities in compliance with the Americans with Disabilities Act (ADA).
