Ready to make a meaningful impact in your community? As a Support Specialist (Police/Court) with the Village of Cottage Grove, you’ll play a vital role in ensuring the efficiency of our police and court operations. From assisting community members and officers to maintaining accurate records and handling critical tasks, this position offers variety, purpose, and the chance to be part of a dedicated team.

Review the full job description below and apply online by January 19!

Purpose of Position
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.

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

Supervision Exercised
This position does not have supervisory responsibilities other than directing staff when managing a project.
Essential Duties & Responsibilities
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, to organize work and set priorities, manage time and resources to meet deadlines and changing demands, perform duties with a minimum of supervision.
• Ability to analyze data and information using established criteria in order to determine consequences and to identify and select alternatives.
• Skill in the operation of departmental equipment including, but not limited to phone system, office equipment, files, computer workstations, printers, optical scanners, software applications, copy machines, fax machines, etc.
• Ability to type a net speed of 40 to 50 wpm. Ability to transcribe dictation. Excellent proofreading and grammar skills.
• Proficiency in typing, 10 key calculator, computers, and electronic data processing.
• Working knowledge of modern office practices and procedures and Microsoft Office, including Word, Excel, Outlook, and the Internet.
• Ability to deal with the public, other law enforcement officers, outside agency representatives, etc. in an effective, fair, and professional manner.
• Ability to work effectively in cooperation with fellow employees as a member of the administrative staff team.
• Ability to work in and maintain an environment that deals with sensitive and confidential information.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disability to perform the essential functions.

• While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or operate objects, tools, or controls; and reach and grab with arms and hands.
• Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to sustain prolonged visual concentration.
• Requires the ability to operate, maneuver and/or provide simple but continuous adjustment on equipment, machinery and tools such as computer and other office machines, and/or materials used in performing essential functions.
• Ability to coordinate eyes, hands, feet and limbs in performing slightly skilled movements such as typing and to operate various pieces of office equipment.
• Ability to recognize and identify degrees of similarities and differences between characteristics of colors, shapes, and textures associated with job-related objects, material, and tasks.
• The employee must exert light physical effort in sedentary to light work, occasionally involving lifting, carrying, pushing, pulling, crouching, crawling, kneeling, stooping, and/or moving up to 50 pounds.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is moderately quiet.
• Ability to work under generally safe and comfortable conditions where exposure to environmental factors such as repetitive computer keyboard usage, irate individuals, and intimidation may cause discomfort and poses limited risk of injury.