Records Clerk

JOB
This non-sworn position provides operational and administrative support to the Police Department; and provides responsive, courteous, and efficient front-line service to the public in support of departmental operations. This position performs a variety of tasks related to documenting, processing, maintaining and controlling police records, case files, statistics and related information. It involves frequent public contact and requires the ability to work independently. The position requires strong attention to detail, the ability to receive and process information accurately and follow verbal and written instructions, prioritize tasks, maintain confidentiality. Sound judgment and discretion must be exercised in accordance with established rules, policies, practices and procedures. This position reports to the Records Supervisor. It is a union position, with salary set in accordance with the applicable collective bargaining agreement..

EXAMPLE OF DUTIES
The following duties are typical for this position. They are not intended to be an exclusive or all-inclusive list, nor are they ranked by importance. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned as needed. Provide effective and efficient front-line service by responding to inquires, resolving issues, or directing unresolved matters to the appropriate personnel. Answer telephone and in-person inquires, and respond to Police Department communications (oral and written).Processes all Police records including offense, arrest, accident, and related reports. Forward required documents to the Village Prosecutor, State's Attorney's Office, and other authorized agencies. Review and classify documents for NIBRS submission. Research, assemble and submit reportable mental health data.Processes Freedom of Information Act (FOIA) requests from the public and insurance companies.Communicate with requestors and third parties to clarify inquires, negotiate timelines, and coordinate the search and release records.·Manage records, redaction, FOIA responses, State's Attorney correspondence, annual state-mandated reports, and other assignments related to the integrated body- worn camera/squad car video systems.Develop, maintain and update departmental electronic and paper records, files, and databases, including police reports, traffic citations, ordinance and parking citations, Notice to Appear citations and written warning citations.Prepare correspondence; proofreads and edits; enters, scans, updates, and maintains information in spreadsheets, databases, and reports.Distributes court notices and subpoenas related to officer appearances for trial and hearings.Respond promptly to information requests from law enforcement agencies and the public.Provide copies of police reports and record checks; collect and process payments as required. Prepare weekly deposit and transmittals of bond monies and other payments to the County Circuit Court and Village Hall.Coordinate the Village administrative hearing process, maintain related documentation, and attend hearings as assigned.Manage parking and solicitor permit processes.Research and compile statistical data and prepare reports as requested.Compile monthly and annual police department statistical reports.Assist Records supervisor in archiving records when needed.Assists Records Supervisor with subpoena responses.Assists Records Supervisor in expunging and sealing records in compliance with State and Local requirements.Attend meetings as requested.May serve as Notary for the Department.Recommend improvements to procedures and workflows within the Records Division.Follow proper safety precautions in all work performed and adhere to departmental and Village safety policies. Report hazards and recommend corrective actions.Perform other duties as assigned.KNOWLEDGE, SKILLS, AND ABILITIESAbility to implement, evaluate, and improve departmental projects and programs.Ability to interpret and apply regulations, policies, procedures, written instructions.Familiarity with the Village's and Police Department's operations, policies, and practices, as well as local, state, and federal regulations.Knowledge of computer software including spreadsheet and database applications consistent for this position.Proficiency in Microsoft Office, Adobe applications, and other relevant software to maintain and manage departmental electronic and paper records, databases, and reports accurately and efficiently. Familiarity, or ability to quickly learn, federal, state and local criminal statutes.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 service and be able to multi-task to coordinate and systematically complete multiple projects while maintaining strict confidentiality with regard to information obtained.Ability to perform detailed work accurately and independently within strict deadlines.Must have working skill in establishing and maintaining effective working relationships and be able to follow written and oral instructions.Ability to establish and maintain effective working relationships with staff, court personnel, law enforcement agencies, and the public.Ability to research and analyze complex written materials..Ability to communicate clearly, concisely and effectively in English with staff, administration, and the public to express oneself clearly, persuasively, and effectively in both written and verbal form.Sound judgment and problem-solving skills with the ability to adapt to complex or stressful situations while maintaining professionalism.Ability to work scheduled hours and respond after hours when necessary.Ability to perform required calculations and compile statistical data as needed.

SUPPLEMENTAL INFORMATION
Physical and Mental Abilities Required to Perform Essential Job Function Language Ability and Interpersonal CommunicationAbility to analyze and categorize data and information in order to determine the relationship of the data with reference to established criteria/standards. Ability to compare, count, differentiate, measure, assemble, copy and record and transcribe data and information. Ability to classify, compute and tabulate data.Ability to apply policies, procedures and standards to specific department situations.Ability to utilize a wide variety of information, such as regulations, reports, records and manuals for the department.Ability to communicate clearly and concisely both orally and in writing with police officers, attorneys, court officials, vendors, co-workers, the general public, other Village staff, and immediate supervisor.Mathematical AbilityAbility to add, subtract, multiply and divide, calculate percentages, fractions and decimals. Ability to interpret and apply descriptive statistical methods and reports. Judgment and Situational Reasoning AbilityAbility to use functional reasoning and apply rational judgment in performing diversified work activities.Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory and/or judgmental criteria, as opposed to criteria which are clearly measurable.Physical RequirementsAbility to operate equipment and machinery requiring simple but continuous adjustments, such as computer keyboards, telephones, copiers, radio, adding machines, and other general office equipment as necessary.Ability to coordinate eyes, hands, feet and limbs in performing movements requiring skill and training, such as data entry.Ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and pulling.Ability to recognize and identify similarities or differences between characteristics of colors, shapes, sounds, and textures associated with job-related objects, materials and tasks. Environmental AdaptabilityAbility to work under generally safe and comfortable conditions where exposure to environmental factors such as repetitive computer keyboard use, irate individuals, and intimidation may cause discomfort and poses little risk of injury. The Village of Lake in the Hills is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Village will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.