Records Clerk

Interested candidates are encouraged to apply as soon as possible.  This position will remain open until filled.  

This non-sworn position provides operational and administrative support to the Police Department; and provides responsive, courteous, and efficient front-line customer service to the general public in support of departmental operations.  This position performs a variety of clerical tasks in support of the police department function to document, process, maintain and control police records, case files, statistics and related information having frequent public contact and while also working independently. The position requires the ability to receive and process information, understand and accurately carry out verbal and written instructions, prioritize tasks, maintain confidentiality of information and material and exercise discretion and judgment in accordance with established rules, policies, practices and procedures.  This position acts under the supervisor of the Records Supervisor.

The following duties are normal for this position.  These are not to be construed as exclusive or all-inclusive nor are they ranked by order of importance.  To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned

• Processes all Police records including offense, arrest, accident, and other reports in order to forward copies to appropriate village prosecutor and State’s Attorney’s offices.  Transmits required reports to additional authorized personnel/agencies.  Reviews and classifies documents for submission to NIBRS.
• Research, assemble and submit reportable mental health data.
• Processes FOIA requests from public and insurance companies.
• Communicate with FOIA requestors and third parties as needed to respond to and/or refine inquiries, negotiate alternate timelines, coordinate the search for and preliminarily determine ability to release records.
• ·Manage records, redaction, FOIA, State's Attorney correspondence, annual state mandated reporting, and other assignments related to the integrated body worn camera/squad car video systems.
• Develops, maintains and updates departmental electronic and paper records, files, and databases, including police reports, traffic citations, ordinance and parking citations, Notice to Appear citations and written warning citations.
• Composes correspondence; proofreads and edits; enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
• Distributes court notices received from the State’s Attorney and the Village Attorney or through subpoenas regarding officer appearances for trial or hearing.
• Responds timely to information requests from other law enforcement officials and the public.
• Provides copies of police reports and record checks and processes payment for these copies when required. 
• Accepts and processes payments for ordinance and parking citations in addition to other Village payments.
• Prepares weekly deposit and transmittal of bond monies to county circuit court, in addition to the transmittal of all other payments to Village Hall.
• Coordinates Village administrative hearing process, maintains hearing related documents, and attends Administrative Hearings as assigned.
• Responsible for parking and solicitor permits.
• Research information and provide statistical information or reports as requested.
• Compile monthly and annual police department statistical reports.
• Provides effective and efficient front-line customer service to walk-in traffic at public Records window.  Responds to inquiries by providing information, resolving issues, or escalating unresolved issues to other appropriate personnel.   
• Answers telephone inquiries and responds to Police Department communications, both oral and written.
• Assist Records supervisor in archiving dated material and records when needed.
• Assists Records Supervisor with subpoena responses.
• Assists Records Supervisor in expunging and sealing records in compliance with State and Local requirements.
• Attend meetings as requested.
• May serve as Notary for the Department.
• Assists with enhancing the activities of the Police Records through recommended improvements in procedures and methods.
• Utilizes proper safety precautions related to all work performed and adheres to all departmental and Village safety policies.  Advises supervisor of hazards and corrective actions. 
• Other duties as assigned.

While the following are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members.

• High School diploma/equivalent with two (2) years previous experience in an administrative support position or any combination of education and experience that provides equivalent knowledge, skills and abilities.  
• Previous experience working with records management systems, customer service, data entry and FOIA compliance is preferred.  Previous experience working with in a police records division is highly preferred.
• Certification or License: Must be able to obtain Law Enforcement Agencies Data System (LEADS) less than full access certification during probationary period and maintain annual FOIA certification via Illinois Attorney General's Office.

Physical and Mental Abilities Required to Perform Essential Job Function

Language Ability and Interpersonal Communication

• Ability to analyze and categorize data and information in order to determine the relationship of the data with reference to established criteria/standards.  Ability to compare, count, differentiate, measure, assemble, copy and record and transcribe data and information.  Ability to classify, compute and tabulate data.

•  Ability to apply policies, procedures and standards to specific department situations.

•  Ability to utilize a wide variety of information, such as regulations, reports, records and manuals for the department.

• Ability to communicate clearly and concisely both orally and in writing with police officers, attorneys, court officials, vendors, co-workers, the general public, other Village staff, and immediate supervisor.

Mathematical Ability

• Ability to add, subtract, multiply and divide, calculate percentages, fractions and decimals.  Ability to interpret and apply descriptive statistical methods and reports.

Judgment and Situational Reasoning Ability

• Ability to use functional reasoning and apply rational judgment in performing diversified work activities.

• Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory and/or judgmental criteria, as opposed to criteria which are clearly measurable.

 Physical Requirements

• Ability to operate equipment and machinery requiring simple but continuous adjustments, such as computer keyboards, telephones, copiers, radio, adding machines, and other general office equipment as necessary.

• Ability to coordinate eyes, hands, feet and limbs in performing movements requiring skill and training, such as data entry.

• Ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and pulling.

• Ability to recognize and identify similarities or differences between characteristics of colors, shapes, sounds, and textures associated with job-related objects, materials and tasks.

Environmental Adaptability

• Ability to work under generally safe and comfortable conditions where exposure to environmental factors such as repetitive computer keyboard use, irate individuals, and intimidation may cause discomfort and poses little risk of injury.

 The Village of Lake in the Hills is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Village will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Salary : $23 - $36