Police Property Service Clerk

Job Overview

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.

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 transferable 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.

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.

• 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.

• 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.

• 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.
• Associate’s degree in a related field, such as administrative assistant, legal secretary, office management, etc.
• Bachelor’s Degree from an accredited college or university.

• 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.

• 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.

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