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Police Records Specialist (Full-Time & Part-Time)

City of Highland Park

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Contact Information

Address:

City of Highland Park
1707 St. Johns Avenue
Highland Park, IL 60035

Position Information

Application Deadline:

  • 12/16/22

Salary:

  • Starting: $21.20 - $26.50/hour, DOQ

Sworn:

  • 56

Population:

  • 30,000

Position Details

Full-time (40 hours) and Part-time (20 hours) opportunities available.

Primary Purpose:

Non-sworn position responsible to perform 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. The Records Specialist has frequent public contact and works 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.

Supervision Received:

Works under the general supervision of the Records Supervisor.

Essential Duties and Responsibilities: 

  • Prepares daily bulletin for e-mail distribution to personnel.
  • Processes all Police records including offense, arrest, accident, and other reports in order to forward copies to appropriate city prosecutor and State's Attorney's offices.
  • Files and maintains files of departmental records including police reports, computer records, and other documents.
  • Review and classify case documents for submission to NIBRS.
  • Scans documents for import into the Records management software.
  • Data entry for warrants received and served.
  • Research, assemble and submit reportable mental health data.
  • Process and conduct background check requests for public and other agencies.
  • Assists with subpoena responses.
  • Answers high volume of telephone inquiries and responds to Police Department communications, both oral and written.
  • Provides customer service to walk-in traffic at public Records window.
  • Manages false alarm notifications and billing.
  • Process and maintain burglar alarm user permit files.
  • Processes FOIA requests from public and insurance companies.
  • Communicate with FOIA requestors and third parties, as needed to refine questions, negotiate alternate time periods, respond to inquiries, coordinate search, and preliminarily determine release ability of 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.
  • Process electronic and written traffic citations, warning citations and verbal warnings.
  • Prepares submissions for traffic stop study and meets state demographic reporting requirements.
  • Accepts and documents bonds and prepares daily bond transmittal to county circuit court.
  • Acts as liaison to local branch court and City prosecutor.
  • Organizes files and prepares court folders for officers.
  • Prepares notification letters necessary to witnesses for local court.
  • Creates and distribute annual branch court schedule.
  • Coordinate City's administrative hearing process maintaining hearing related documents including department representative bailiff scheduling.
  • Responsible for annual and seasonal residential parking permit mailings.
  • Processes electronic and written parking tickets, late notices and appeals.
  • Assist with the Vehicle Immobilization program notifications.
  • Research information and provide statistical information or reports as requested.
  • Accepts and processes payments on parking fines and other City payments.
  • Performs daily cash receipt reconciliation and settlements.
  • Prepares daily bank deposit.
  • Process payroll.
  • Enter requisitions for purchase orders.
  • Process incoming accounts payable invoices from Department purchases.
  • Follows City Purchasing Policy and budget process.
  • May serve as Notary for the Department.
  • Assist Records Supervisor in expunging, purging and sealing records in compliance with State and Local requirements.
  • Attends meetings in person or virtually as requested.
  • Performs other duties as assigned.

Education and Experience:

  • Education: Must possess a High School diploma or GED equivalency.
  • Experience: Previous experience working with records management systems, customer service, data entry and FOIA compliance are preferred.

Certification or License: 

  • Must be able to obtain Law Enforcement Agencies Data System (LEADS) less than full access certification during 1-year probationary period and maintain annual FOIA certification via Illinois Attorney General's Office. 

Required Knowledge, Skills, and Proficiencies: 

  • Must possess good knowledge of basic software applications including word processing.
  • Must have some knowledge (or the ability to learn and retain knowledge) of federal, state and local laws, statutes and regulations defining criminal activity.
  • Must have some knowledge (or ability to learn and retain knowledge) of Law Enforcement Agencies Data System (LEADS) and National Crime Information Center (NCIC) rules and regulations and capabilities.
  • Must have some knowledge (or ability to learn and retain knowledge) regarding FOIA laws and limitations.
  • Must have considerable skill in providing excellent customer service and be able to multi-task to coordinate and systematically complete multiple projects while maintaining strict confidentiality with regard to information obtained.
  • Must have working skill in establishing and maintaining effective working relationships and be able to follow written and oral instructions.
  • Must be proficient in operating a personal computer, utilizing Microsoft Office applications and operating other office machines at an intermediate to advanced level.
  • Must be able to type 40 words per minute.
  • Must have the ability to establish and maintain effective working relationships with City, court, and other law enforcement personnel.
  • Must be able to acquire the knowledge of the geographic areas of the City including major traffic arteries, landmarks, buildings and streets.
  • Must possess advanced public relations and interpersonal communication skills to provide exceptional customer service to the public.
  • Must be able to read, write, spell and comprehend the English language and to communicate clearly and distinctly and express oneself clearly, persuasively, and effectively, both orally and in writing.

For more information, or to apply, visit:

https://www.cityhpil.com/careers



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