Records Specialist

The Records Specialist is a non-sworn member of the Winnetka Police Department. This full-time position compiles reports and statistics maintains logs and records and processes warrants citations and case records. The Records Specialist has frequent public contact 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.

• Perform data entry information management quality control 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 ensure compliance 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.
• Coordinate the Villages 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 Departments records retention schedule and state and local requirements.
• Monitor the prisoner holding facility maintain prisoner check logs and report to shift supervisor(s) regarding prisoner security. Conduct prisoner well-being inspections in the holding facility without physical interaction.
• Process 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 when the departments are unable to receive requests directly 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.
• Assist with processing Freedom of Information Act (FOIA) requests including records research and assembling responsive records for review by the Records Supervisor. Maintain Freedom of Information (FOIA) Officer Certification.
• 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.

• 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.
• Ability to learn and understand police terminology rules regulations policies procedures and operations and apply the same.
• Ability to handle confidential material and information in an ethical and professional manner.
• Excellent verbal and written communication analytical interpersonal problem-solving multi-tasking and decision-making skills.

Schedule:Work is performed in between 8:00 a.m. to 5:00 p.m. Monday through Friday 8 hours daily 40 hours weekly.

Position Range:$62968 - $88601 annually