Police Records Clerk

**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 3-4 additional hours on rotating weekends.