Records Specialist

Salary: $58,782.00 - $82,710.00 Annually
Location : Winnetka, IL
Job Type: Full-time
Job Number: 20241011
Department: Police Department
Opening Date: 10/11/2024
General Purpose
The Records Specialist is a non-sworn member of the Police Department. This position compiles reports and statistics, maintains logs and records, and processes warrants, citations, and case records. The Records Specialist has frequent interaction with the public and works independently. The position requires the ability to receive and process information, understand and accurately carry out verbal and written instructions, prioritize tasks, maintain confidentiality of information and material, and exercise discretion and judgment in accordance with established rules, policies, practices, and procedures.
Essential Functions

• Perform data entry and maintenance of databases and paper files of Police Department records.
• Operate, enter, and retrieve data from computer systems, such as the Law Enforcement Agencies Data System (LEADS), National Crime Information Center (NCIC), Computer Aided Dispatch (CAD), and other law enforcement databases.
• Review, classify, photocopy, and route incident reports for recording and filing; prepare monthly, quarterly, and annual reports for the Department and other agencies as assigned. .
• Provide support for all aspects of warrant documentation, including data entry for warrants received and served.
• Respond to requests from other law enforcement agencies, court systems, and insurance companies for traffic stop data, collision data, background checks, and subpoenas.
• Manage body camera inventory and record retrieval.
• Coordinate the Village's administrative hearing process, including assigning court dates, coordinating legal resources, preparing court files, attending hearings, recording, and processing hearing outcomes.
• Provide customer service to Police Department visitors, obtain factual information for response to requests for service, and assist visitors with proper form completion.
• Log, photocopy, post, and maintain files of court-related documents.
• Prepare court key schedules and issue citation books. Assist in expunging, purging, and sealing records in compliance with the Department's records retention schedule and state and local requirements.
• Enter information on bond sheets, receive cash bonds, issue bond receipts, and complete court transmittal sheets and other court documents.
• Receive and direct service requests for other Village departments, such as Public Works, Water & Electric, and Community Development and coordinate their responses.
• Receive and route non-emergency telephone calls and in-person inquiries to appropriate contact; record accurate messages for police personnel.
• Schedule facility tours and conference room requests, and deliver mail, messages, and faxes to personnel in departmental offices.
• Assist with preparation of all liquor licenses and special event, solicitor, and raffle permits.
• Maintain Freedom of Information (FOIA) Officer Certification training. Research records and assemble responsive records for review by the Records Supervisor.
• Compose correspondence, memoranda, and other material requiring attention as to accuracy and completeness.
• Assist with parking citation management including the Denver Boot program.
• Maintain department supply inventory, including office supplies and community relations items.
• Research information and prepare statistical reports as assigned.
• Complete training programs required by Department policy or government regulations.
• Maintain working knowledge of Departmental SOPs as well as applicable Federal and State regulations.
• Performs other duties as assigned.

Desired Minimum Qualifications

• High School diploma or GED equivalent.
• Six (6) months of related experience or any equivalent combination of education, training, and experience.
• Ability to obtain LEADS certification within thirty (30) days of hire.

Knowledge, Skills, and Abilities:

• Read, clearly speak, and legibly write the English language.
• Knowledge of general filing systems and procedures.
• Ability to learn and understand police terminology, rules, regulations, policies, procedures and operations, and apply the same.
• Ability to learn, interpret and apply laws, ordinances, and Department policies to provide the public and coworkers with information or assistance.
• Ability to handle confidential material and information in an ethical and professional manner.
• Ability to learn and effectively use computer systems and software applications to enter and retrieve information, maintain records, and perform police record functions.
• Ability to learn and understand word processing and spreadsheet functions (Microsoft Office preferred) and the operation of office equipment.
• Ability to effectively compose routine letters and memoranda using correct spelling and proper grammar.
• Excellent verbal communication, analytical, interpersonal, problem-solving, multi-tasking, and decision-making skills.
• Professional demeanor and sensitivity to maintain effective working relations with other employees and interact tactfully with the public to resolve situations that may involve high levels of stress or emotions.
• Valid driver's license.

Other Requirements
The Records Specialist works within a highly structured organization, in a climate-controlled, open office environment. There are no hazardous or significantly unpleasant conditions. Property and evidence custodian duties may require work in small, cramped areas, and require reach of property and evidence at elevated levels in order to store and/or retrieve items; required to handle evidence which may contain the risk of exposure to blood borne pathogens.
Work schedule is normally 8 hours in duration during daytime hours, 40 hours weekly; and may be extended in the event of emergency, personnel shortage, workload, or work in progress.
Village of Winnetka
Position Range : $58,782 - $82,710 annual DOQ.
For questions or assistance, please contact Ann Eriksson, Human Resources Manager, at (847) 716-3546 or
Insurance Benefits Effective 1/1/2024

• BlueCross BlueShield Health Insurance - PPO Plan 1 Highlights:
  • Deductible: $400 (per person, in-network)
  • Office Visit: $20
  • Co-Insurance: 90% (in-network), 70% (out-of-network)
  • Employee Rate (24 pay checks):
    • Employee Only: $59.72
    • Employee + 1: $119.45
    • Family: $170.51

BlueCross BlueShield Health Insurance - PPO Plan 2 Highlights:

• Deductible: $5,600 (per person, in-network)
• Office Visit: Deductible applies, then $0
• Co-Insurance: 100% (in-network), 80% (out-of-network)
• Employee Rate (24 pay checks):
  • Employee Only: $45.93
  • Employee + 1: $91.87
  • Family: $131.14

BlueCross BlueShield Health Insurance - HMO Highlights:

Deductible: Unlimited

Office Visit: $20

Co-Insurance: 100% (in-network)

Employee Rate (24 pay checks):

• Employee Only: $42.14
• Employee + 1: $84.30
• Family: $120.30

Delta Dental PPO:

• Deductible: $50 (per person)
• Annual Maximum: $1,500 (per person)
• Employee Rate (24 paychecks)
  • Single: $0
  • Employee + 1 Dependent: $21.42
  • Family: $49.04

EyeMed Vision Insurance:

• Annual Eye Exam Co-pay: $0
• Annual Frame Allowance: $200, plus 20% off the balance over $200
• Annual Lens Allowance: $200
• Employee Rate (24 paychecks)
  • Single: $0.00
  • Employee + 1 Dependent: $4.71
  • Family: $13.15

Securian Life Insurance:

• All employees receive Village-paid basic term life coverage valued at 1x base salary and Employee Assistance Program (EAP) services
• Optional Life Insurance with Accidental Death and Dismemberment (AD&D) Coverage for Employees, Spouses, and Children is available for purchase (100% Employee-Paid)

National Conference on Public Employee Retirement Systems (NCPERS):

• Voluntary life insurance for Illinois Municipal Retirement Fund (IMRF) employees (optional for purchase)

Discovery Benefits Flexible Spending Accounts (FSA):

• Pre-tax dollars the employee may allocate to pay for qualifying out-of-pocket medical, dental, and vision expenses and for the care of dependents

Retirement Savings Plans

• Illinois Municipal Retirement Fund (IMRF):
  • Mandatory pension plan for non-sworn public employees.
  • Employees Contribute 4.5% of their wages bi-weekly (26 paychecks)
  • Voluntary Additional Contribution savings plan available

ICMA Retirement Corporation:

• Optional 457 Deferred Compensation Plan (pre-tax savings)
• Optional Roth 457 Plan (post-tax savings)
• Optional Roth IRA Plan (post-tax savings)

Nationwide Retirement Solutions:

• Optional 457 Deferred Compensation Plan (pre-tax savings)

Paid Leave

• Sick Leave:
  • 12 sick days per year
  • Maximum sick leave accrual is 180 days

Vacation Earning Schedule:

• 1st - 4th year: 10 days
• 5th - 7th year: 1 additional day (14 days at 8th year)
• 9th year: 15 days
• 10th - 13th year: 1 additional day (20 days at 14th year)
• 15th - 21st year: 21 days
• 22nd year: 22 days
• 23rd year: 23 days
• 24th year: 24 days
• 25th & subsequent: 25 days
• Employees can carry over one year's earning of vacation days

Personal Days:

• 5 personal days each calendar year (cannot be carried over year-to-year)

Village Holidays:

• New Year's Day
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day
• Day After Thanksgiving
• Christmas Day

Other Benefits

• Commuter Benefits
  • Employees utilizing public transportation to commute to work may use pre-tax dollars to pay for transit passes and qualifying rideshare expenses

01
List any skills and/or training that would be beneficial to the Winnetka Police Department?
02
How did you learn of this position?
Required Question