Police Property Records Service Clerk*

Police Property Records Service Clerk*

Salary

$54,952.04 Annually

Location

City County Building 210 Martin Luther King Jr. Blvd., Madison, WI

Job Type

PERMANENT FULL TIME

Job Number

2026-00289

Department

Police

Opening Date

10/05/2026

Closing Date

10/12/2026 11:59 PM Central

Comp. Group/Range

20/08

• Description
• Benefits
• Questions

General Description

This is responsible administrative work in a specialized field performing a high volume of report review, data entry, advanced record-keeping and involving contact with the public in person, over the phone, via written correspondence, and e-mail. This position will respond to inquiries, complaints, and requests for information relative to the Property & Evidence Unit. Work requires adherence to departmental property and evidence procedures and knowledge of a variety of computer programs and software. The successful candidate will perform a wide range of office support tasks and must be able to provide exceptional, professional, courteous customer service and accurately process a high volume of various data entry tasks in the Police Department Property Section. This position is crucial to the effective and efficient office operations of the Police Department Property Section. Work is performed under the general supervision of the Police Property Supervisor.

This position is regularly scheduled for 38.75 hours per week. Regular work hours are 7:45 am to 4:15 pm, Monday through Friday.

Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.

Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn't match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.

Examples of Duties and Responsibilities

Customer Service

• Respond to and resolve inquiries, complaints, and requests for information from internal and external customers regarding property via telephone, email, written requests and in person in a courteous and prompt manner.

• Operate the public service window.

• Schedule appointments for return of property.

• Review and prepare property and dispositions for release.

• Work with all interested parties, including Madison Police Department commissioned and non-commissioned staff, outside agencies, and external customers.

Administrative Support

• Process Pending Report, Found Property Report, Red Tag Report, Intake Room Report and others as needed.

• Scan and upload property documents to Law Enforcement Records Management System (LERMS).

• Monitor, order, and track property supply inventory and orders. Research cost saving supply options.

• Draft and send formal written correspondence.

• Take weekly meeting notes and provide summary.

• Assist in updates of manuals and educational materials.

• Assist Supervisor in clerical audits.

• Perform data entry.

Other related work as assigned.

Minimum Qualifications

• Three (3) years of responsible administrative experience and use of computers and database applications in an office setting, at least six (6) months of which included responsible direct public contact.
• OR-
• Associates degree in a related field, such as administrative assistant, legal secretary, office management, etc.
• OR-
• Bachelors Degree from an accredited college or university.

The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities.

For a complete list of the Knowledge, Skills, and Abilities, please see the class specification.

Special Requirements

• Ability to meet the transportation requirements of the position.
• Must obtain Basic TIME (Transaction Information for the Management of Enforcement) certification within six (6) months of hire and must be re-certified every two (2) years. Because of this certification, candidates must undergo a thorough background check including fingerprints and will be disqualified based on FBI guidelines.

Physical Requirements:

• This position requires a significant amount of work performed while seated at a computer terminal.
• Ability to sit or stand for long periods at a desk and move repeatedly between desk and help window.
• Ability to lift up to 50 pounds.
• Ability to bend and reach for packages, tolerate heights on step ladders.
• The payroll title for this position is Police Records Service Clerk.

The City of Madison offers excellent pay and benefits for employees. City Ordinances, handbooks, and labor contracts provide specifics; the description here is not to be considered a binding statement but offers an informal summary.

Compensation

The City of Madison strives to pay competitive wages. View the current salary schedules for pay for all classifications. Employees receive increases based on tenure with the City.

Benefits

The City offers a competitive benefits package, including a generous leave package, a variety of insurance options, and non-traditional benefits such as optional pet insurance, a bus pass for all employees, and the possibility of flexible work schedules. A brief summary of benefits is listed below. Please visit our website for more information.

Leave

Vacation is earned upon starting employment and can be used after completion of probation. The general vacation schedule is below.

0-3 years 10 work days of vacation

After 3 years 12-1/2 days

After 7 years 15 days

After 11 years 17-1/2 days

After 15 years 20 days

After 19 years 25 days

After 27 years 27 days

Employees earn 3.5 personal days in addition to vacation.

Employees receive eight official paid holidays (New Years Day, Martin Luther King, Jr. Holiday, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving, Christmas Day), as well as 3 paid leave days (the Friday after Thanksgiving, Christmas Eve, New Years Eve).

Employees also earn 13 sick days annually that may accrue to a total of 150 days.

Retirement

The City of Madison participates in the Wisconsin Retirement System through the State of Wisconsin Department of Employee Trust Funds.

Insurance

The City of Madison offers a variety of optional insurance programs including:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Pet Insurance
• Life Insurance
• Income Continuation Insurance (for short and long-term disability)
• Long Term Care Insurance

Other Benefits

The City offers numerous other benefits and programs for employees, including:

• 457(b) deferred compensation plans
• Employee Assistance Program
• Bus Pass on Madison Metro
• Flexible Work Schedules
• Employer-paid Training

01

Do you currently possess a Bachelors degree? (Please note a degree is not required for this position.)

• Yes
• No

02

Do you have an Associates degree in any of the following fields: administrative assistant, legal secretary, office management, or other closely related field? (A degree is not required for this position)

• Yes
• No

03

If you answered Yes to the previous question, please indicate the field(s) of study.

04

How many years have you worked in direct customer service?

• Three (3) or more years
• Two (2) to less than three (3) years
• One (1) to less than two (2) years
• Some, but less than one (1) year
• None

05

Please indicate if you have worked for employers in these areas (Check all that apply):

• Public sector (government)
• Law Enforcement
• Private sector
• Non-profit
• None of the above

06

If you have worked in the public sector (government), please indicate your employer(s).

07

Please indicate which of the following duties/responsibilities you have regularly performed for at least six (6) months (Check all that apply):

• Audit records for completeness and accuracy
• General recordkeeping
• Handle/maintain confidential information or records
• Process open records requests
• Follow Chain of Command
• Customer Service
• Public contact via written communication or email
• Public contact in person
• Public contact via phone
• Data Entry
• Use of computers and database applications
• Customer Service De-escalation
• Chain of custody procedures
• Inventory
• None of the above

08

For each item you checked above, please describe your experience and where you gained it.

09

Please indicate which of the following computer programs/systems you have experience with (Check all that apply):

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Google Docs
• Records Management System (RMS)
• Law Enforcement Records Management System (LERMS)
• TraCS Solution
• SharePoint
• National Crime Information Center (NCIC)
• None of the above

10

If you have experience with a Records Management System, please describe your experience and where you gained it.

11

Do you possess TIME certification through the Wisconsin Department of Justice?

• Yes
• No

12

Please indicate your experience using Microsoft Outlook.

• Advanced (Can create complex rules, use macros to automate tasks, utilize conditional formatting, manage multiple calendars, create and manage distribution lists, export and import contacts, and delegate and track tasks)
• Intermediate (Can filter, search, and archive emails. Can use rules to manage incoming emails. Can share calendars, redirect meeting requests, manage contact groups, and set up auto-responders)
• Beginner (Can create, send, receive, and forward emails. Can organize emails into folders, create signatures, and attach files. Can make appointments and manage calendar invites. Can add, edit, and manage contacts)
• No experience

13

Please indicate your experience using Microsoft Excel.

• Advanced (Can manage and organize large amounts of data and create complex spreadsheet models, interactive dashboards, and customizable templates. Can design and implement complex formulas, including array formulas.)
• Intermediate (Can use more complex formulas, such as VLOOKUP, and can create and manipulate pivot tables, sort and filter data, and use conditional formatting)
• Beginner (Can perform fundamental tasks such as data entry, basic formulas, and basic chart creation. Can use basic spreadsheet formatting, cell references, styles, and keyboard shortcuts)
• No experience

14

Please indicate your level of experience with Microsoft Word.

• Advanced (Example: Create a Table of Authorities in a brief)
• Intermediate (Examples: Create a table, insert a footnote, insert header/footer)
• Beginner (Examples: Basic formatting, copying, pasting, change fonts)
• No experience

Required Question

Employer Madison, City of (WI)

Address 215 Martin Luther King Jr., Blvd.

MMB Rm 261

MADISON, Wisconsin, 53703

Phone (608) 266-4615

Website http://www.cityofmadison.com/jobs