Police Records Clerk

Position is responsible for records audit, report control, records maintenance and records retrieval and performs a variety of tasks in the performance of job functions.

• Merge field notes, case reports, supplemental reports and other related documents; inspect documents for accuracy; ensure all the necessary documentation is accounted for; and conduct follow-up on missing documents

• Collect and scan documents not limited to supplemental case documents, insurance requests, subpoenas, state's attorney's requests; associate documents to the relevant case in the police department's records management system

• Upload reports to DocView and CarFax

• Scan and file evidence related documents

• Maintain hardcopy offender registration files, historical arrest jackets, and supplemental case documents

• Maintain global subject jackets in the records management system; update information as appropriate; ensure there are no duplicate jackets and consolidate duplicate jackets

• Geoverify addresses in the records management system

• Process requests for local background checks and crash reports

• Process subpoena and state's attorney's office requests for police department documents, video recordings and tapes within the specified timeframe to meet the court deadline

• Comply with court orders of expungement; ensure all documents pertaining to the

defendant are purged from all police department files and records; network with the Juvenile Investigations Unit to process juvenile expungements

• Process Freedom of Information Requests for department records, to include body worn camera footage; release information in accordance with FOIA guidelines department policies; identify relevant documents/body worn camera footage and redact information/body worn camera footage, as appropriate; ensure legal review and make corrections as suggested by legal; and ensure information is provided to requestor within the time frame set forth in the FOIA act

• Process requests to preserve squad, body worn camera and building video; designate preservation in respective server

• Run edits on Department of Transportation (lDOT) crash reports; make corrections as appropriate

• Review booking data to associate arrests to the respective case in the records management system

• Assist the fire department with capturing crash reporting for ambulance billing purposes

• Network with Public Works to create graffiti cases in the records management system

• Assign an alert to stolen vehicles in the records management system

• In conjunction with the deputy director of records, prepare the monthly UCR data for submission to the Illinois State Police

Intake cash in exchange for requested police reports and fingerprint applications; ensure the cash balance is accurate

• Answer and field incoming internal and phone calls; provide customer service to citizens and employees

• Assist with special projects, as needed

• Must be personable with strong written and verbal communication skills

• Ability to use good judgment and have experience working with the public

• Extensive and demonstrative knowledge of the use and application of MS Office Suite, electronic mail systems and the use of a personal computer required

• Ability to work independently and in a group environment

• Ability to perform duties requiring consistent accuracy and attention to detail

• Must possess a high school diploma or GED

• Hours: This position works a Monday through Friday schedule, with rotating weekend hours.

• Typical hours are 7 a.m. to 4 p.m. and 3-4 additional hours on rotating weekends.