Police Records Specialist

Description of Primary Purpose

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. Work includes data entry into records management systems (RMS), processing of departmental citations and complaints, preparation of court documents, responding to public information requests, providing for a public safety answering point and other related duties.

Supervision Received: Works under the general supervision of the Records Supervisor.

Supervision Exercised: None

IMRF pension eligible full-time position. Expected hiring range of $25.00 - $27.78 dependent on qualifications.

Essential Duties and Responsibilities

Prepare and distribute the daily bulletin via email to personnel. Process all police records, including offense, arrest, accident, and other reports, ensuring copies are forwarded to the appropriate City Prosecutor and State’s Attorney’s offices. Maintain and organize departmental records, including police reports, computer records, and other documents. Scan and import documents into the Records Management System.

Perform record expungements. Process and conduct background checks for the public and external agencies. Handle subpoena requests. Process Freedom of Information Act (FOIA) requests from the public and insurance companies. Manage a high volume of telephone inquiries and respond to internal and external communications, both oral and written. Provide customer service at the Records window and handle red-light camera phone inquiries.

Enter written traffic citations, warning citations, and verbal warnings into the records system. Notify officers of double warning violations. Ensure compliance with state demographic reporting requirements. Prepare and transmit the daily bond report to county court. Serve as a liaison to local courts. Organize case files and prepare court folders for officers. Issue subpoenas for necessary witnesses in local court cases.

Oversee the annual residential parking permit mailings. Prepare administrative court dockets and serve as the administrative court liaison. Process parking tickets, late notices, and appeals.

Accept and document bonds, parking fines, and other City payments. Perform daily cash receipt reconciliation. Process payroll and enter requisitions as needed.

Performs other related duties as requested.

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 probationary period.

Required Knowledge, Skills, and Proficiencies:

Strong customer service, multitasking, and confidentiality skills.
Proficient in Microsoft Office and general office software.
Knowledge of, or ability to learn, federal, state, and local criminal laws, FOIA regulations, and LEADS/NCIC systems.
Ability to follow instructions and maintain effective working relationships.
Familiarity with, or ability to learn, the City’s geography, major roads, and landmarks.
Excellent verbal and written communication skills, including spelling and grammar.
Ability to type 40 words per minute.