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Police Records Clerk

Island Lake, Illinois



Island Lake Police Department

3720 Greenleaf Avenue

Island Lake, IL 60042

Phone: 847-526-8764




Starting Salary: $15.00/hour

Population: 8,000

Sworn Officers: 17

Application Deadline: NA






This is a responsible clerical position of some complexity and variety within the Island Lake Police Department.


Work involves the responsibility for police records and clerical office functions requiring the knowledge of departmental procedures. Work includes the responsibility for the maintenance of records and files; entering computer data and completion of related reports and provisions of general clerical support. Work also includes ensuring that all systems and equipment in the division are operating properly. This position is expected to work with considerable independence within the framework of established policies and procedures for the Island Lake Police Department under the general supervision of the Chief of Police. Work is reviewed through performance evaluations, observation, conferences, discussions and reports for desired results.





Each Village employee must be able to see, speak, hear, read, write, sit, operate the equipment required for his or her position, and perform the other essential functions listed in the job description for his or her position. Each employee also must be able to perform all functions necessary to satisfy the principal duties and responsibilities and must possess the minimum skills, knowledge, and abilities required for his or her position. Each Village employee also must be able to perform the required essential functions under the working conditions applicable to his or her position.




  • Enters and updates arrest records, case reports, traffic crash reports, traffic citations and other information using a computer terminal and/or a manual filing system.

  • Verifies and cross checks information before entering records; locates missing data for inclusion and ensures accuracy and completeness of information prior to entering it into appropriate records and files.

  • Assists the public by searching files, reports and other records, providing information in accordance with departmental policies and procedures.

  • Prepares and transmits information to the courts and prosecutors for assignment of court dates.

  • Notifies officers of court appearance notices and prepares records for transmittal to court.

  • Maintains permanent records, files and appropriate correspondence files; files records, documents and related materials. 2

  • Searches data bases for requested information; prepares statistical reports.

  • Performs diverse secretarial work and confidential assignments and handles a variety of administrative details, which involves contact with Department heads and various Village officials and representatives.

  • Types administrative and statistical material, correspondence, reports, agreements, contracts, some of which contain sensitive or confidential information, from rough draft, copy, and verbal instructions; and provides support services for other administrative staff as directed by the Chief of Police.

  • Composes and types letters of a routine nature; maintains a filing system which includes confidential material.

  • Prepares and updates records procedures.

  • Oversees the operation of equipment; arranges for the maintenance and repair of equipment, communicates and meets with service technicians and vendors.

  • Attends meetings of criminal justice agencies relative to records management.

  • Serves as liaison to state, county and other agencies that pertain to records.

  • Performs matron duties, if applicable, when needed for female prisoners.

  • Works directly for and at the discretion of the Chief of Police in the capacity of a confidential employee.

  • Performs administrative support work as required by the Chief of Police.

  • Monitors leasing contracts, supplies, equipment and other necessary items to ensure an orderly and efficient operation.

  • Responds to inquires in person or by telephone; answers questions; supplies copies of reports or directs the public to the proper department or agency; contacts other agencies for information. (FOIA officer)

  • Screens and routes calls, visitors, and mail; answers and/or refers complaints and inquiries to appropriate persons.

  • Maintains inventory of office supplies and equipment.

  • Promotes and maintains responsive community relations.

  • Follows safe work practices.

  • Performs related work as required.




  • Graduation from high school including courses in office procedures; clerical experience preferably in a police department or any equivalent combination of training and experience which provides the following knowledge, skills and abilities:

    • Knowledge of business English (bi-lingual Spanish/English a plus), grammar and punctuation. 3

    • Knowledge of standard office practices, office equipment, procedures and clerical techniques.

    • Knowledge of departmental rules, regulations and procedures, especially those pertaining to the fields of criminal justice information and police records.

    • Ability to research files and logically organize information.

    • Ability to distinguish confidential material and apply departmental standards for security and privacy.

    • Ability to deal effectively and courteously with the public.

    • Thorough knowledge of the functions of other Village departments and other governmental jurisdictions and authorities as they relate to police records.

    • Ability to establish and maintain an effective working relationship with superiors and co-workers; federal, state and county police department members and the public.

    • Ability to communicate effectively orally and in writing.

    • Ability to maintain records and prepare reports from those records.

    • Ability to operate a computer terminal.

    • Skill in use and operation of devices using alphanumeric keyboards.





Have the visual, audio and physical ability to recognize occupational hazards and be able to lift a minimum of 25 lbs. of weight such as computer or copier paper, etc.


Must be able to read and write and operate all equipment for this position.





Normally works in an office environment where there is little or no physical discomfort associated with changes in weather such as rain, cold, snow, heat or other discomforts associated with noise, dust, dirt and the like.





Requires a considerable working proficiency with general office equipment such as telephones, copiers, typewriters, word processors, fax machines, computers and alphanumeric keyboards, etc.











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2377   3/11/13-3/25/13