UNIT DESCRIPTION:

None

REPORTS TO:

Records Manager

POSITIONS SUPERVISED:

Police Records Clerks

POSITION SUMMARY:

Under the direction of the Police Records Manager, the Assistant Records Manager is responsible for distributing assignments, checking the work of others to ensure compliance with rules, policies, codes or other requirements, and referring matters that require supervisory intervention to the Police Records Manager. The assistant manager is a lead worker among the police records clerical staff, performing the full domain of clerical duties in support of the Police Department including processing and maintaining documents, correspondence and coding reports; and to provide information and assistance to the public.

ESSENTIAL FUNCTIONS:

Organizational Health Leadership Requirements:

Assist in moving the Village forward through modeling behavior that is consistent with our Good to Great leadership philosophy, our “Three Pillars to Greatness” institutional values (which include our Five Key Traits), and the overall mission and vision as public servants.
Preserve the integrity and core values of our organization through the consistent use of our three strategic anchors in order to make intentional decisions that are in the best interests of the organization.
Carry out the “Organizational Health Plan,” which emphasizes the four disciplines of leadership both within and outside of your respective departments, through the building a cohesive leadership team, creating clarity, over-communicating clarity, and reinforcing clarity on a consistent basis.
Demonstrate behavior that is consistent with the characteristics of a Level 5 Servant Leader by being authentic, vulnerable, accepting, present, useful, and ambitious first and foremost for the institution, not yourself.
Perform all job duties in compliance with the established Code of Conduct and rules and regulations of the Village with the utmost of ethical standards and behaviors.
Maintain a positive public and professional image of the Village at all times, including professional attire in the performance of responsibilities.

JOB RESPONSIBILITIES:

As a lead worker, distributes work to and checks work completed by police records clerks for compliance with rules, policies, codes or other requirements, and referring matters that require supervisory intervention to the Police Records Manager.
Compile, enter, record and file a wide variety of police records, reports and materials including memos, letters, reports, complaints, booking information, restraining orders, citations and fingerprint cards.
Maintain the Department’s warrant system, including research and recall; track and maintain documentation on attempts to serve; access information from the computerized warrant system; send warrants to other agencies upon request; enter information into LEADS system.
Counts and reconciles monies received for bonds.
Process, sort, file, copy and distribute crime reports, traffic reports, citations, petitions, and other materials to appropriate personnel; enter data into computer system.
Maintain a variety of police record filing systems including field interrogations and bicycle registration; prepare and maintain legible, concise and understandable activity logs.
Codes police and traffic reports. Compile data from records or other information as requested; inform officers of pertinent information as related to other Village departments, other police departments or other agencies.
Post, record, file and issue receipts to the cashier relating to the collection of variousfees.
Compile and process arrest packages for court filings including jail paperwork, citations, and bails.
Assist Department personnel and the public in person and by phone including retrieve information and files; mail out requested reports to outside agencies, provide general information regarding Department policies, procedures and regulations.
Operate a computer terminal and printer to type, enter, modify and retrieve a wide variety of police reports and records, memos, letters and other material.
Maintain a variety of logs including traffic accident logs and logs of all stolen, recovered, stored, or impounded vehicles.
Research records and criminal histories for police officers upon request.
May be subpoenaed into court to address or clarify employee-initiated actions.
Act as the MSI administrator and oversee Local Court.
Oversee Background checks and fingerprinting programs.
Fulfilling Freedom of Information Act Requests (FOIA) as delegated by the records manager.
Approve reports generated during duty hours.
Promote and maintain responsive customer service and community relations while responding to citizens’ inquiries and complaints in a courteous, professional and timely manner while assisting customers at the window and on the phone.
Plan, coordinate, assign and evaluate work for quality, thoroughness and accuracy. Reporting such to the Records Manager.
Uphold a high level of confidentiality with employees, residents and any other office contacts.
Maintain a professional demeanor and respectful working relationship with the Mayor, Village Board, Administration and Department Heads.
Prepare data, correspondence and reports for Bond Drops and Red Light Camera Hearing process.
Assist in maintaining all computerized police records, service contracts, and quality control customer service surveys.
Exercise independent judgment to resolve problems involving records staff and/or residents.
Operate and properly maintain all equipment needed to perform essential job functions and responsibilities listed above.
Perform other duties as assigned or may be required by the Police Chief, Deputy Police Chief(s) or Records Manager.
May require working additional shifts as needed to cover part-time vacation, sick or emergency leave.
Perform all other related duties and responsibilities as assigned.

POSITION QUALFICATIONS:

Education
- High School Graduate or equivalent
Experience
- Two (2) years of Police Records Clerk experience and/or equivalent combination of education and experience
Licensing/Registration/Certification
- Must maintain L.E.A.D.S. certification
- Valid driver’s license
Knowledge, Skills & Abilities
- Capability in preparing accurate reports
- Knowledge of CAD program
- Familiarity of modern office practices and techniques
- Knowledge of law enforcement functions
- Knowledge of records management principles, practices and methods
- Knowledge of Village, State and Federal laws, codes and regulations governing Police records management
- Proficiency in data entry
- Skill in compiling and maintaining complex and extensive records
- Skill in effective oral and written communication (including spelling, grammar and punctuation)
- Skill in utilizing multiple computer programs.
- Understanding of personal computers, hardware and software
- Understanding of Police department policies and procedures
- Ability to listen

WORKING CONDITIONS:

A well-groomed, professional appearance appropriate for the position and situations.
May require extended computer monitor usage, standing for prolonged periods of time as well as repetitive motions such as typing
Ability to multi-task in a face-paced environment
Ability to exercise initiative and independent judgment to successfully complete duties in a timely and efficient manner.

APPLICATION

Email completed application to:

Employment@SouthHolland.org