Police Records Assistant

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POSITION SUMMARY

The Police Records Assistant performs a variety of diverse administrative functions with a high level of accuracy and proficiency to assure production and management of police records. This position is responsible for data entry in various software applications; retrieving information and transmitting responses; scanning and indexing all applicable records; distribution of department mail and providing information to public inquiries.

Provide excellent customer service to Police Department staff, other law enforcement agencies, and the public both in person, over the phone or through electronic correspondence.

COMPENSATION

Expected starting rate of pay: $24.6594 per hour, DOQ
Full Range: $24.6594/hr to $35.7167/hr (3/1/2025 – 3/1/2026)
Annual merit increases based on performance.

Benefits include BCBS health insurance, Delta dental and VSP vision insurance; merit based annual increases; accrued vacation and sick time; floating and designated holidays; IMRF pension and more!

HOURS AND SCHEDULE

Monday through Friday – 37.5 hours per week,

8:00 a.m. – 4:00 p.m. or 9:00 a.m. – 5:00 p.m. preferred

REQUIRED COMPETENCIES

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The required competencies listed below are representative of the knowledge, skills, and/or abilities required for successful job performance.

• Strong organizational skills and attention to detail are required.
• Ability to gather and analyze information; identify and respond to requests in a timely manner.
• Ability to prioritize and plan work activities; use time efficiently; develop realistic action plans.
• Ability to use a personal computer to retrieve, prepare and store documents. Experience working in Microsoft Office.
• Ability to view and hear officer bodycam video to make required redactions.
• Communicate effectively verbally and in writing.
• Experience responding to FOIA requests a plus.
• Knowledge of modern office practices and techniques with skills in ing state and federal laws, codes and regulations governing Police records management preferred.
• Must possess or be able to obtain LEADS certification within 3 months of hire.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

• Receives and processes Freedom of Information requests from public and private sources. Gather, review, and redactions to records in response to requests.
• Processes and inputs data for reports and records which involves coding, entering and verification of the completion of reports.
• Run a variety of inquiries through LEADS; perform LEADS validations.
• Prepare officer’s court schedules; produce case files needed in court; process court-mandated expungement of arrest records.
• Electronically routes police reports for court subpoenas and enters all court-ordered warrants.
• Downloading and uploading of body worn camera media files; conducting audio/video redactions as necessary by law.
• Performs other duties as assigned.

EDUCATION, EXPERIENCE AND COMPUTER SKILLS

• High School diploma or general education degree (GED)
• Six months or more of related office experience.
• Alpha numeric data entry and Microsoft Office experience.
• Previous police or municipal office experience a plus.
• Experience responding to FOIA requests a plus.
• LEADS certification required within 3 months of hire.

SELECTION PROCEDURE

Skills testing and interview.

Pre-employment Village-paid background investigation and drug screen required upon offer.

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 with or without reasonable accommodations.

• None of the time: climbs or balances; tastes or smells; operates a motor vehicle or heavy equipment; lifts or move 10 to 20 pounds (light); lifts or move 20 to 50 pounds (moderate); lifts or move 50 to 100 pounds (heavy).

• Less than 1/3 amount of time: stands; walks; reaches with hands and arms above shoulder; twists or turns; stoops; kneels; crouches; bends; or crawls; pulls; pushes; or carries; and lifts or move 0 to 10 pounds (sedentary).

• More than 2/3 amount of time: sits; uses fingers in a repetitive motion; uses hands to grasp; finger; handle; or feel; and talks or hears.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job with or without reasonable accommodations.

• None of the time: customary outdoor weather conditions including extreme cold; extreme heat;and we or humid conditions; non-weather conditions (extreme cold; extreme heat; and wet or humid conditions); works near moving mechanical parts; works in high precarious places; underground; or confined spaces; flying debris or airborne particles; fire ; smoke; fumes; gases; or noxious odors; toxic or caustic chemicals;aerosols; liquids; solvents; or oils; risk of electric shock; works with explosives or risk of radiation; vibrations; extreme illumination; and high noise level (shouting/ear protection may be needed).

• Less than 1/3 amount of time: moderate noise level (raised voice levels).

• More than 2/3 amount of time: customary indoor conditions; and low noise level (normal voice tones).

OTHER RELATED DUTIES

• Follows Village-wide and departmental safety rules and practices.
• Performs other duties tasks and responsibilities as assigned.
• Attends division departmental and Village meetings and/or training sessions and serves as a member of various employee committees and task forces when required or assigned.

DISCLAIMER

The Village of Hoffman Estates is an Equal Opportunity Employer and complies with all applicable Federal, State and local laws regarding employment.