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Police Records Clerk

3 months ago

Elgin, Illinois, United States City of Elgin, IL Full time

CLASSIFICATION DESCRIPTION:

  • 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.

GENERAL DEFINITION AND CONDITIONS OF WORK:

  • 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
  • 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
  • Answer and field incoming internal and phone calls; provide customer service to citizens and employees
  • Assist with special projects, as needed

KNOWLEDGE, SKILLS AND ABILITIES:

  • Must be personable with strong written and verbal communication skills
  • Ability to use good judgment and have experience working with the public
  • Ability to work independently and in a group environment
  • Ability to perform duties requiring consistent accuracy and attention to detail

ADDITIONAL INFORMATION:

  • 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 34 additional hours on rotating weekends.