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 /
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.
assistance in a professional manner when answering and responding to telephone
calls as needed.
assistance in a professional manner to citizens at Police Department upper lobby
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
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
Minimum Training and Experience Required
to Perform Essential Job Functions:
High School diploma or
equivalent with three years progressively responsible office operations and
Basic knowledge of
statistical methods and research processes, or any combination of education and
experience that provides equivalent knowledge, skills and abilities will be
Must be proficient in
Microsoft Word and Microsoft Excel
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.
Ability to add,
subtract, multiply and divide, calculate percentages, fractions and decimals.
Ability to interpret and apply descriptive statistical methods and reports.
Situational Reasoning Ability:
Ability to use
functional reasoning and apply rational judgment in performing diversified work
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.
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.
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.