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Police Administrative Assistant/Records Clerk 2

Village of Midlothian

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Contact Information

Address:

Village of Midlothian
14801 S. Pulaski Road
Midlothian, IL 60445

Position Information

Application Deadline:

  • NA

Salary:

  • $45,000 - $50,000 annually, depending on qualifications

    Benefits:

    • The employee will contribute to the public pension plan, IMRF.
    • Vacation time, personal time and sick time will be accrued, as described in the Village of Midlothian Non-Union Policy Manual. Employees also receive 10 paid holidays, annually.
    • Health, Dental and life insurance is offered to employees. 

Sworn:

  • 29

Population:

  • 14,800

Position Details

JOB SUMMARY:

Police Administrative Assistant/Records Clerk 2 is a non-sworn position, under the direction of the Chief of Police & Deputy Chief, that is responsible for receiving, indexing, transcribing, filing, retrieving, copying, and disseminating paper and electronic offense, incident, arrest and crash reports. Records Clerks may be privileged to information of a confidential or sensitive nature and are required to maintain the confidentiality of such information and to disclose such information only to authorized persons.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Maintain public safety information by performing computer/data-processing activities to include coding, entering, and retrieving data from law enforcement information systems.
  • Provide assistance to the general public or other employees as requested.
  • Receive, screen and route telephone calls, assist customers at the counter, and correspond with parties requesting information or copies of reports.
  • Prepare correspondence, standard forms, etc. from rough drafts or verbal instructions. Compose routine correspondence.
  • Create, maintain and update a number of files.
  • Manage incoming and outgoing mail and emails.
  • Compile data and prepare summary reports and/or statistics.
  • Maintain court records and files.
  • Accept and process fees and fines.
  • Retrieve files and prepare copies of records to be distributed as needed within the department, to outside agencies and the public.
  • Ensure that data is entered, modified or cancelled in the Law Enforcement Agencies Data System (LEADS) per department and LEADS policies.
  • Maintain and manage citations database and prepare tickets and dockets for court.
  • Provide and promote coordination and cooperation with Command Staff, other Department personnel/units, other Village Departments and outside organizations and agencies.
  • Review documents to ensure accuracy of information, grammar and punctuation.
  • Manage and maintain liquor licenses database and prepare paperwork for liquor commissioner.
  • Assist with the administrative aspect of the Crime Free Housing program.
  • Assist with Grant reporting and necessary data entry.
  • Perform other department support tasks as needed or directed.
  • Serve as administrative assistant to the Police & Fire Commission. Create job postings and manage applications for employment.  Attend meetings, create agendas and minutes to the meetings.  Attend testings for new recruits, which will be outside of normal work hours.
  • Serve as administrative assistant to the Chief of Police and perform duties assigned by the Chief or his/her designee.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

  • High School education or equivalent is required and clerical experience with a police background is preferred. 

TECHNICAL SKILLS:

  • Experience and proficiency with Police related databases, CAD systems and computer programs such as LEADS, Spillman is preferred.
  •  Adobe, Microsoft Office, Word, Powerpoint, and Excel is required.
  • Experience with maintaining and modifying websites, is preferred.

LANGUAGE SKILLS:

  • Ability to read and comprehend instructions, correspondence, and memos; to compose and prepare reports; and to communicate effectively, both orally and in writing. 

REASONING ABILITY:

  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS:

  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel objects, tools or controls.  The employee frequently is required to walk and sit and occasionally required to stand, reach with hand and arms, climb or balance; stoop, kneel, crouch, talk, hear or smell.  The employee must occasionally lift and/or move up to 25 – 40 pounds.

WORK ENVIRONMENT:

  • The 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 employee works in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, and the like.

SAFETY COMPLIANCE:

All employees are expected, as a condition of employment, to adopt the concept that the safe way to perform a task is the most efficient and the only acceptable way to perform it.  Safety adherence of performance will be considered an important measure of employee performance evaluation.  As such, the employee must:

  • Comply with established safe work rules and the special instructions of the supervisor.
  • Report all accidents and injuries immediately and cooperate in all accident and injury investigations, supplying supervisors with full and complete information.
  • Submit recommendations for Safety and efficiency, as well as report defective equipment and unsafe conditions.
  • Know their exact duties in case of fire or catastrophe.
  • Use safety equipment provided for personal use in performing daily work assignments.
  • Only operate equipment trained and authorized to operate.
  • Provide public protection from unsafe conditions and hazards resulting from municipal work operations.
  • Participate in special safety activities, as designated, such as Safety Committees, Job Safety Analysis, special training, etc.

AVAILABILITY FOR DUTY:

The primary hours for the position are, in person, 9am-5pm, Monday-Friday.  However, the employee must have the ability to attend meetings and events after hours and weekends.  Also, be able to respond for duty in the event of community emergencies.

Applications may be obtained online at:

http://www.villageofmidlothian.net/Jobs.aspx



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