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Records Clerk

Lake in the Hills, Illinois



Lake in the Hills Police Department

1115 Crystal Lake Road

Lake in the Hills, IL 60156

Phone: 847-960-7423




Salary: $40,483 - $61,564

Population: 29,228

Sworn Officers: 27

Application Deadline: 7/31/18



The purpose of this position is to provide support to the Police Department through the proper filing, data entry and dissemination of all police records of the Department.  Duties include, but are not limited to, typing, filing, answering and responding to phone calls and other record keeping duties as may be required. This position acts under the supervision of the Records Supervisor. Normal hours of operation are from 8:00 am-6:00 pm, with evening hours on Tuesday until 7:30 pm.

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. Other duties may be required and assigned.

  • Ensure the maintenance of all reports of the Department.  This shall include the input of the data into the computer based records systems, proper filing and storage of the records and efficient dissemination of reports / records to the authorized personnel / agencies.

  • Perform such typing, filing, data entry, and record keeping duties as may be required.

  • Transmit to authorized personnel/agencies including, but not limited to the Village Attorney, State's Attorney, Circuit Court, Clerk of the Court Criminal and Clerk of the Court Traffic all required and authorized original documents and copies of documents.

  • Respond in an efficient and timely manner, ensuring the proper dissemination of information to the public and persons requesting such information through Subpoena's, Freedom of Information and other report requests.

  • Use of computer databases, electronic spreadsheets, desktop publishing, word processing and statistical applications to manipulate, analyze and present data.

  • Properly disseminate all court notices received from the State's Attorney and the Village Attorney or through Subpoenas regarding officer appearances for trial or hearing.

  • Provide quality assistance in a professional manner when answering and responding to telephone calls as needed.

  • Provide quality assistance in a professional manner to citizens at Police Department upper lobby window.

  • Prepare and maintain an appropriate filing system for Traffic Citations, Ordinance & Parking Citations, Notice to Appear Citations and Written Warning citations.

  • When assigned, input and monitor local ordinance complaints, including the mailing of second notices and Notice to Appears within the time frames required.

  • Accept and process payments for Ordinance and Parking Citations.

  • Prepare and type correspondence as requested by the Supervisor of Records.

  • Notify the Records Supervisor of any office supplies needed to ensure efficient operation of the area.

  • Release any approved news releases and divulge records system information when authorized by the Chief of Police, the Deputy Chief of Support Services, the Deputy Chief of Patrol Services or the Supervisors of Records and Communications.

  • Any other assignments as made by the Supervisor of Records.

  • Assist the Supervisor of Records in enhancing the activities of the Records Division 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.

  • 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.

  • Communicate clearly and concisely in both oral and written form.

  • Compile monthly and annual police department statistical reports.

  • Archive dated material and records when needed.

  • Perform other duties as required.

Minimum Training and Experience Required

to Perform Essential Job Functions:

  • High School diploma or equivalent with three years progressively responsible office operations and computer experience

  • Basic knowledge of statistical methods and research processes, or any combination of education and experience that provides equivalent knowledge, skills and abilities will be considered

  • Must be proficient in Microsoft Word and Microsoft Excel

  • Experience with Microsoft Access and Adobe preferred

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.


Apply online at:




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.










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493   7/24/18-7/31/18