The primary purpose of this position is to perform specialized clerical work and complex administrative duties in the support of law enforcement activities. This role serves as the subject matter expert of the police records information management system; executes a variety of tasks associated with legal deadlines, state compliance of records retention and Uniform Crime Reporting; supervises the work of a part-time Records Clerk; maintains the primary responsibility of adhering to public requests for information; and provides administrative support to Patrol Officers, Supervisors and Command Staff in the performance of their essential duties.
Essential Duties and Areas of Responsibility:
- Enters and updates arrest records, incidents, traffic tickets, parking tickets, compliance tickets and local ordinance violations while verifying and cross-checking information for accuracy and completeness.
- Serve as the custodian of records for the Police Department by maintaining permanent electronic and paper records, files, correspondence, related materials and performing all associated duties to ensure secure storage, accurate retrieval of records and proper function of systems and databases.
- Maintains awareness of best practices and legislative requirements to comply with all applicable departmental, federal, state and local standards for the types of records to be stored, requirements for retention of records and protocol for the dissemination of records.
- Keeps well-informed of new trends, laws and innovations in the field of Records Management, attends trainings and participates in professional group or association meetings.
- Responds to in-person and telephonic general inquiries from the public as well as a range of routine to complex inquires from local, state and federal agencies by providing the requested information as permitted by law.
- Prepares, processes and/or complies with a variety of specialized requests for information from external agencies including, but not limited to, FOIA, subpoenas, court orders and other court directives, court transmittals, court ordered expungements, background and records checks, the Body Worn Camera program and States Attorney arrest packets.
- Assists Police Department staff, Patrol Officers and supervisors by locating information, ascertaining court information and court dispositions, compiling and verifying proper arrest documentation for arrest files and searching databases for necessary information to ensure proper documentation is complete and accurate.
- Serves as the L.E.A.D.S. Agency Coordinator and Liaison to the Illinois Criminal Justice Systems (CJIS), the 4th District Circuit Court of Cook County, the Secretary of State's Office and the Illinois Sex Offender Registration Unit.
- Prepares statistical reports as needed and as assigned while assisting the Command Staff when requested.
- Reviews and interprets operating procedures, technology solutions and best practices for records management.
- Identifies areas in need of improvement and recommends changes to supervisor.
- Maintains department inventory of office equipment and supplies.
- Assists in the conversion of dispatch, computer and telephone software technology.
- Other projects and duties as assigned.
- Becomes familiar with and observe all applicable safety and security policies/procedures.
- Immediately reports all unsafe conditions and acts to supervisor.
- Report all potential hazards, accidents and injuries according consistent with Village policy and procedure.
- Recommends improvements to safety and security practices.
- Obeys and adheres to all safety rules and work practices.
Physical Demands and Work Environment:
The physical demands and 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 duties listed above are intended to illustrate the various types of essential work that may be performed on a routine basis.
The employee performing the duties of this position works in an office environment and work is generally performed in a seated position for prolonged periods of time. While performing the range of duties for this position the employee must have the physical ability to regularly sit, stand, walk, climb, balance, stoop, kneel or crouch. The employee must have the physical ability to reach items with arms and hands with manual dexterity and fine motor skills sufficient to perform all essential and peripheral job functions. The employee must have the physical ability to hear ordinary conversations such as questions from residents or visitors, as well as other sounds, such as a telephone ringing, etc. The employee must have the physical ability to occasionally lift to waist level and/or move up to 50 pounds with assistance. The office environment generally has light noise levels and is temperature controlled.
Qualifications and Knowledge, Skills & Abilities:
Education and Experience:
- High school diploma or GED equivalent is required.
- Progress toward a college degree, Associate's Degree or Bachelor's Degree is desirable.
- A minimum of three to five years of governmental experience in a Police Department or law enforcement agency with at least one year of supervisory experience is preferred.
- Certified, or ability to be certified, as a FOIA Officer with OMA training; Notary: and LEADS certification within six months of hire.
- Must possess a valid driver's license.
- Or any combination of education, experience and training that provides the requisite knowledge, skills and abilities necessary to perform all duties, tasks and projects in a responsible and effective manner.
Knowledge, Skills and Abilities:
- Strong understanding of modern practices and procedures in Police Department operations, services, activities and police records management systems and programs.
- A high degree of proficiency in the use of computers and devices, data entry, MS Office and various software solutions, E-mail, databases and electronic systems, office equipment, Cloud records storage and management, SharePoint and web content management.
- Knowledge of the criminal justice system, the processing and workflow of information throughout the system and knowledge of applicable federal, state and local laws, rules, regulations and codes.
- Demonstrates effective interpersonal communication skills for interaction with the general public, employees, elected and appointed officials, external agencies and units of government.
- The professional in this role must have and maintain the ability to type accurately at a speed necessary for successful job performance; communicate clearly both orally and in writing; establish and maintain effective working relationships; receive and follow verbal and written instructions; perform basic mathematical calculations; and manage multiple tasks simultaneously as needed.
- Have and maintain the ability and willingness to receive and handle confidential material and information in an ethical and professional manner is essential and integral to performing and completing all duties.
- Have and maintain the ability to read and interpret documents, instructions, manuals, policies, procedures is essential.
- Have and maintain the ability to accurately proofread and edit documents for correct grammar, spelling, sentence structure, punctuation, tone and content.
- Have and maintain the ability to collect, logically organize and analyze information, and make appropriate decisions or recommendations within the scope of position responsibilities.
- Have and maintain the ability to develop work methods and procedures with initiative and good judgement while demonstrating resourcefulness and tact in meeting new challenges.
Applicants who have questions, require assistance or reasonable accommodation are encouraged to contact the Human Resources office at 708-485-1360.
The Village of Brookfield is an Equal Opportunity Employer.