Address
Form of workSalary : $79,458.34 - $95,494.62 Annually
Location : Madison, WI
Job Type: PERMANENT FULL TIME
Job Number: 2023-00596
Department: Police Department
Opening Date: 12/13/2023
Closing Date: 1/8/2024 11:59 PM Central
Comp. Group/Range: 18/10
General Description
APPLICATION DEADLINE EXTENDED
The application deadline has been extended by two (2) weeks. Previously submitted applications will remain under consideration. Prior applicants need not re-apply.
This is responsible supervisory and professional work in the development and implementation of the Police Department's Public Records Unit. As the unit supervisor, the employee will hire, train, assign, direct, evaluate, and discipline administrative staff for the Public Records Unit. The Records Custodian will develop, implement, and maintain policies, procedures, and systems related to the review and the release of public records.
The Records Custodian will research and respond to complex and non-routine requests for information. Such work will require extensive research into the various computer systems within the department, and determining whether this information may be released in accordance with Wisconsin Public Records Laws. This work requires exercising considerable judgment and reasoning in the application of department policies and procedures, along with the Wisconsin Public Records Laws.
The Records Custodian will maintain the retention schedule for the department and ensure compliance. The employee exercises considerable judgment and discretion in handling extremely sensitive and confidential information, and provides leadership to staff. Work is performed within established guidelines and under the general supervision of the Police Records Manager.
Regular work hours are 8:00 am to 4:30 pm, Monday through Friday.
IMPORTANT: THERE ARE TWO (2) SUPPLEMENTAL ESSAY QUESTIONS ON THE JOB POSTING. YOU MUST ATTACH YOUR RESPONSES IN THE ATTACHMENTS SECTION OF YOUR APPLICATION.
(To view the questions, click on the supplemental question tab OR view the bottom section of the job bulletin)
**APPLICATIONS RECEIVED WITHOUT ATTACHED ESSAY RESPONSES WILL IMMEDIATELY BE ELIMINATED FROM CONSIDERATION.**
Employees may be eligible for loan forgiveness through the
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!
*Salary information has been updated to reflect the 12/24/2023 4% wage increase*
Examples of Duties and Responsibilities
Public Records
Supervise Police Public Records Unit Personnel
Records Retention
Miscellaneous Responsibilities
Minimum Qualifications
Successful completion of the City of Madison Leadership Development Program may be substituted for the supervisory/leadership requirement.
If an applicant does not possess the specific requirements outlined above, HR will review the application materials to determine if the applicant possesses the following equivalent experience:
Four (4) years of experience in applying the following:
Two (2) years of experience in applying the following:
Familiarity with the following:
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 the complete list of the knowledge, skills, and abilities, please reference the
Special Requirements
Ability to meet the transportation requirements of this position.
Ability to obtain Tranaction Information Management of Enforcement (TIME) certification or sign a waiver.
The employee must complete formal training in Open Records Law within 12 months of appointment. Failure to complete the required training will result in removal from the position, absent extenuating circumstances.
Physical Requirements:
Work in this position is primarily sedentary, requiring the ability to sit/stand at a desk, work on a computer, and use a monitor for extended periods of time under varied and occasionally stressful situations.
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 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 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 Year's 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 Year's 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:
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
PLEASE READ CAREFULLY--YOU WILL BE REQUIRED TO ANSWER THE FOLLOWING SUPPLEMENTAL QUESTIONS AS PART OF YOUR APPLICATION. You can answer the questions using a word processing program and attach as a .docx or .pdf file. You must attach the document in the "Attachments" section of the application or you will not receive further consideration for this position. Your responses will be evaluated on your writing ability including: spelling, grammar and your ability to express your thoughts in a logical fashion. By checking this box, you acknowledge the above and understand that your response is required and failure to attach your essay response will immediately eliminate you from consideration.
02
Considering the job announcement for the position of Police Records Custodian, please describe the education, training and/or work experience that would make you an excellent candidate. Be sure to include specific information and/or work examples/experience related to the application of the following:A. Wisconsin Public Records Law;B. Processing of records requests;C. Incorporating technology into team workflow;D. Handling of sensitive and confidential information;E. Interacting with the media;F. Supervising personnel;G. Working in a law enforcement culture.By checking this box, I acknowledge that my responses to the supplemental questions may be used as part of the selection process and may be used to determine whether or not I move forward in this recruitment process. I also acknowledge that my responses will be evaluated on my writing ability; which includes spelling, grammar and my ability to express my thoughts in a logical fashion, while clearly communicating my proper intentions.
03
The City of Madison strives to provide exceptional customer service to all of its residents and visitors. Therefore, successful candidates will have demonstrated the ability to work effectively with multicultural communities. Additionally, one of the Madison Police Department's Core Values states, "We engage in continuous learning about different cultures, values and people. We promote mutual acceptance and inclusion of all". In what ways might a community be diverse? Describe your experiences working with a diverse community. Give some examples of how you would provide exceptional customer service to community members. By checking this box, I acknowledge that my responses to the supplemental questions may be used as part of the selection process and may be used to determine whether or not I move forward in this recruitment process. I also acknowledge that my responses will be evaluated on my writing ability; which includes spelling, grammar and my ability to express my thoughts in a logical fashion, while clearly communicating my proper intentions.
Required Question
Location : Madison, WI
Job Type: PERMANENT FULL TIME
Job Number: 2023-00596
Department: Police Department
Opening Date: 12/13/2023
Closing Date: 1/8/2024 11:59 PM Central
Comp. Group/Range: 18/10
General Description
APPLICATION DEADLINE EXTENDED
The application deadline has been extended by two (2) weeks. Previously submitted applications will remain under consideration. Prior applicants need not re-apply.
This is responsible supervisory and professional work in the development and implementation of the Police Department's Public Records Unit. As the unit supervisor, the employee will hire, train, assign, direct, evaluate, and discipline administrative staff for the Public Records Unit. The Records Custodian will develop, implement, and maintain policies, procedures, and systems related to the review and the release of public records.
The Records Custodian will research and respond to complex and non-routine requests for information. Such work will require extensive research into the various computer systems within the department, and determining whether this information may be released in accordance with Wisconsin Public Records Laws. This work requires exercising considerable judgment and reasoning in the application of department policies and procedures, along with the Wisconsin Public Records Laws.
The Records Custodian will maintain the retention schedule for the department and ensure compliance. The employee exercises considerable judgment and discretion in handling extremely sensitive and confidential information, and provides leadership to staff. Work is performed within established guidelines and under the general supervision of the Police Records Manager.
Regular work hours are 8:00 am to 4:30 pm, Monday through Friday.
IMPORTANT: THERE ARE TWO (2) SUPPLEMENTAL ESSAY QUESTIONS ON THE JOB POSTING. YOU MUST ATTACH YOUR RESPONSES IN THE ATTACHMENTS SECTION OF YOUR APPLICATION.
(To view the questions, click on the supplemental question tab OR view the bottom section of the job bulletin)
**APPLICATIONS RECEIVED WITHOUT ATTACHED ESSAY RESPONSES WILL IMMEDIATELY BE ELIMINATED FROM CONSIDERATION.**
Employees may be eligible for loan forgiveness through the
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!
*Salary information has been updated to reflect the 12/24/2023 4% wage increase*
Examples of Duties and Responsibilities
Public Records
- Coordinate the collection of records for complex, non-routine public records requests.
- Review public records requests (paper or electronic) and determine if the record(s) can be released by applying the Wisconsin Public Records Law and the balancing test and redacting if necessary.
- Respond to public records requests from the media.
- Work with the City Attorney's Office in responding to complex requests under the Wisconsin Public Records law to assure compliance and/or the protection of sensitive information.
- Maintain knowledge of the Wisconsin Public Records Law and coordinate weekly meetings with other records review staff.
- Respond to requestors in a timely manner, both orally and in written formats.
- Provide courtroom testimony concerning public records.
- Provide the WI Stat 19.356 notice to employees when appropriate.
- Maintain a high level of understanding of the records management systems and technology used by the Madison Police Department (MPD) for the preservation of case reports, video, photos, audio, email, personnel files, and other official documentation.
- Work within the agency to ensure technology upgrades and new resources functionally comply with the records policies of the agency and relating state law regarding records management and retention.
Supervise Police Public Records Unit Personnel
- Interview and hire staff according to guidelines established by the Department.
- Develop training materials, train and orient staff on related operating procedures, administrative requirements, etc.
- Evaluate staff performance and develop approaches to improve performance when necessary.
- Coordinate staff schedules, maintain attendance records and perform related payroll functions.
- Provide consultation and direction on the more complex and/or judgmental aspects of the work.
- Ensure that the staff is following policy, procedure and city Administrative Procedure Memoranda (APM).
- Provide leadership and support for the unit.
Records Retention
- Maintain the Police Records Retention schedule.
- Communicate with Police work groups to ensure the retention schedule is followed.
Miscellaneous Responsibilities
- Attend Management and Support Command-level meetings in the absence of the Records Manager.
- Maintain a working knowledge of all of the Units within the Records Section and perform basic supervisory duties for employees in the absence of the other Unit Supervisors.
- Perform other related work as required.
Minimum Qualifications
- Three (3) years of experience in processing records requests or working as a paralegal, AND
- One (1) year of experience either supervising staff or serving in a leadership capacity, AND
- Associate's Degree (or higher) in criminal justice, law, public administration, paralegal studies, or a closely related field.
Successful completion of the City of Madison Leadership Development Program may be substituted for the supervisory/leadership requirement.
If an applicant does not possess the specific requirements outlined above, HR will review the application materials to determine if the applicant possesses the following equivalent experience:
Four (4) years of experience in applying the following:
- Computer software applicable to the duties of the position, including Microsoft Office (Word, Excel, Outlook).
Two (2) years of experience in applying the following:
- Wisconsin Public Records Law.
- Applicable law enforcement principles, practices and terminology.
Familiarity with the following:
- The full range of supervisory principles and practices, including hire, train, assign, document, discipline, schedule, and evaluate work performance.
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 the complete list of the knowledge, skills, and abilities, please reference the
Special Requirements
Ability to meet the transportation requirements of this position.
Ability to obtain Tranaction Information Management of Enforcement (TIME) certification or sign a waiver.
The employee must complete formal training in Open Records Law within 12 months of appointment. Failure to complete the required training will result in removal from the position, absent extenuating circumstances.
Physical Requirements:
Work in this position is primarily sedentary, requiring the ability to sit/stand at a desk, work on a computer, and use a monitor for extended periods of time under varied and occasionally stressful situations.
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 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 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 Year's 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 Year's 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
PLEASE READ CAREFULLY--YOU WILL BE REQUIRED TO ANSWER THE FOLLOWING SUPPLEMENTAL QUESTIONS AS PART OF YOUR APPLICATION. You can answer the questions using a word processing program and attach as a .docx or .pdf file. You must attach the document in the "Attachments" section of the application or you will not receive further consideration for this position. Your responses will be evaluated on your writing ability including: spelling, grammar and your ability to express your thoughts in a logical fashion. By checking this box, you acknowledge the above and understand that your response is required and failure to attach your essay response will immediately eliminate you from consideration.
- AGREED
02
Considering the job announcement for the position of Police Records Custodian, please describe the education, training and/or work experience that would make you an excellent candidate. Be sure to include specific information and/or work examples/experience related to the application of the following:A. Wisconsin Public Records Law;B. Processing of records requests;C. Incorporating technology into team workflow;D. Handling of sensitive and confidential information;E. Interacting with the media;F. Supervising personnel;G. Working in a law enforcement culture.By checking this box, I acknowledge that my responses to the supplemental questions may be used as part of the selection process and may be used to determine whether or not I move forward in this recruitment process. I also acknowledge that my responses will be evaluated on my writing ability; which includes spelling, grammar and my ability to express my thoughts in a logical fashion, while clearly communicating my proper intentions.
- My maximum two (2) page essay response to this question is attached to my application.
03
The City of Madison strives to provide exceptional customer service to all of its residents and visitors. Therefore, successful candidates will have demonstrated the ability to work effectively with multicultural communities. Additionally, one of the Madison Police Department's Core Values states, "We engage in continuous learning about different cultures, values and people. We promote mutual acceptance and inclusion of all". In what ways might a community be diverse? Describe your experiences working with a diverse community. Give some examples of how you would provide exceptional customer service to community members. By checking this box, I acknowledge that my responses to the supplemental questions may be used as part of the selection process and may be used to determine whether or not I move forward in this recruitment process. I also acknowledge that my responses will be evaluated on my writing ability; which includes spelling, grammar and my ability to express my thoughts in a logical fashion, while clearly communicating my proper intentions.
- My maximum two (2) page essay response to this question is attached to my application.
Required Question
