Support Specialist; Police​/Court

The Support Specialist for the Police Department and Municipal Court is responsible for performing routine to moderately difficult administrative support activities, which contribute to efficient office operations.

General day-to-day supervision, administrative direction, and performance evaluation will be received from the Administrative Services Manager of the Police Department.

This position does not have supervisory responsibilities other than directing staff when managing a project.

The following provides an overview of duties related to this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Answer non-emergency phone calls; provide assistance to caller(s) or direct caller(s) to appropriate personnel based on the nature of the inquiry.
• Provide assistance in-person visitors at the counter, including Police Department Personnel, and refer visitors to appropriate personnel as needed.
• Route calls for police, fire, or rescue response to Dane County Communications, as needed.
• Receive and route calls for service to other Village Departments (e.g. parks, utilities, and public works).
• Maintain records management system with regards to names, businesses, call numbers, incident reports, and crash reports and audit entries for accuracy.
• Conduct Transaction Information for Management of Enforcement (TIME) transactions with an advanced certification to include but not limited to warrant entries, warrant validations, missing person entries, criminal history queries, driver status checks, stolen vehicle/property entries, and state and regional alerts.
• Process and review Circuit Court and Municipal Court citations for accuracy.
• Process and prepare OWI suspension packages.
• Transmit fingerprint data to the State of Wisconsin and Department of Justice.
• Process payments and prepare daily deposit of payments received and prepare daily cash register reports.
• Maintain compliance with the National Incident Based Reporting System (NIBRS) for use in preparing monthly reports to the state.
• Monitor internal Village Hall, Police Department, and other alarms, surveillance cameras, and the mobile camera when needed.
• Process in-coming and out-going mail.
• Transcribe interviews, narratives, and reports via telephone or digital recorder; make copies for filing purposes; and ensure that copies are available to department personnel and outside agencies as necessary.
• Maintain Department files of official documents including reports, citations, licenses, permits and similar documents.
• Ensure that officers has an ample supply of required forms. Update and reproduce forms as necessary.
• Monitor and update the business and residential alarm module for proper key holders, and permit and false alarm billing.
• Provide investigative support to police personnel using various computer applications.
• Maintain Special Situation Requests in the GEO database regarding officer safety concerns and unique circumstances at locations throughout the village.
• Maintain a high level of confidentiality when working with personnel and processing documents.
• Type correspondence for department employees, such as letters, memorandums, notices, etc.
• Provide backup to Administrative Services Manager/Clerk of Courts.
• Perform special projects as assigned.

• High School diploma or equivalent required.
• TIME system advanced certification will be initiated within 30 days of hire and shall be obtained within six (6) months from date of hire.
• Additional post-secondary vocational/technical course work in general office practices, two (2) years increasingly responsible related experience, or any equivalent combination of related education and experience, that provides requisite knowledge, skills, and abilities for the position.
• Notary public certification is desirable, but will assist employee in obtaining this upon hire.
• Ability to communicate orally and in writing with village personnel, department personnel and the general public.
• Ability to perform cashier duties accurately.
• Ability to exercise independent judgment in emergency and non-emergency situations in accordance with departmental rules and regulations.
• Ability to quickly make assessments of emergency and non-emergency situations, determine appropriate responses and act assertively; cope with situations firmly, courteously, and tactfully.
• Ability to work well under pressure and handle stressful situations,…