Records Clerk

Round Lake Heights Police Department

Contact Information

Address:

Website:

• www.villageofroundlakeheights.org

Phone:

• 847-546-1206

Fax:

• 847-546-9728

Email:

• mcarrillorlh@comcast.net

Application Deadline:

• Until Filled

Salary:

• $20.00 - $23.00/hour, commensurate with experience

Sworn:

• 9

Population:

• 2,700

Position Details

Job Description:

• 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 village 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 telephone inquiries and responds to Police Department communications, both oral and written. Provides customer service to walk-in traffic at public Records window. 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 system
• 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 Village prosecutor. Organizes files and prepares court folders for officers. Prepares notification letters necessary to witnesses for local court. Creates and distributes annual branch court schedule. Coordinate Village's administrative hearing process maintaining hearing related documents.
• Processes electronic and written parking tickets, late notices, and appeals. Research information and provide statistical information or reports as requested. Accepts and processes payments on parking fines and other Village payments. Performs daily cash receipt reconciliation and settlements.
• Process payroll hourly time sheets. Enter requisitions for purchase orders. Process incoming accounts payable invoices from Department purchases. Follows Village Purchasing Policy and budget processes.
• May serve as Notary for the Department. Assist 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 Required Minimum Qualifications:

The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education: Must possess a High School diploma or GED equivalency.
• Experience: Previous experience working with records management systems, customer service, data entry, Law Enforcement Agencies Data System (LEADS), FOIA certification, and Notary are preferred.
• Certification or License: Must be able to obtain Law Enforcement Agencies Data System (LEADS) less than full access certification during 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 Microsoft Word and Microsoft Excel.
• 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 regarding 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 have the ability to establish and maintain effective working relationships with Village, court, and other law enforcement personnel.
• Must be able to acquire knowledge of the geographic areas of the Village 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. 

Supplemental Information Safety Functions:

• Becomes familiar with and observes all applicable safety policies and procedures.
• Immediately reports all unsafe conditions.
• Keeps work area clean, orderly, and free of hazards.
• Adheres to all safety rules and established work procedures.
• Keeps and maintains proper order of records. 

Work Environment:

Work activities are conducted in an open office environment and may include contact with individuals exhibiting high levels of stress or emotion. The weekly work schedule is normally 30 hours in duration but may be extended in the event of an emergency or substantial work volume. Work is normally 8 hours in duration with 30 minute paid lunch break but may be extended in the event of emergency, disaster, personnel shortage, workload or work in progress.

Bloodborne Pathogens:

None

Tools and Equipment Used:

Office equipment including a computer with Windows and Microsoft Office Suite, copier, printer, scanner, fax machine, phone, document imaging machine, and LEADS.

Applicants may email resume directly to:

mcarrillorlh@comcast.net

OR

Mail a copy by:

US Postal Service

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